Procurement and Finance Operations Specialist– Mandarin Speaker

Sense Time is a fast-growing technology company transforming the photography industry by combining professional photography with advanced AI-powered imaging solutions. We operate at leading leisure, entertainment and tourist destinations across the UAE, helping guests capture and relive memorable experiences.

The Procurement and Finance Operations Specialist is responsible for coordinating end-to-end purchasing, supplier management, logistics administration and basic bookkeeping support. The role ensures that goods and services are sourced competitively, approvals are obtained on time, deliveries are properly coordinated and all supporting financial records are accurate and complete.

As a key coordination point between local operations and Chinese speaking stakeholders or suppliers, the position requires professional fluency in both English and Mandarin Chinese, strong follow-up skills and the ability to manage several priorities across multiple sites.

• Identify, research and evaluate new vendors and suppliers in line with approved business requirements.
• Obtain quotations from suitable suppliers, prepare price comparisons and recommend the most appropriate option based on cost, quality, lead time, service and commercial terms.
• Negotiate prices, payment terms, delivery schedules, warranties, service levels and other commercial conditions within delegated authority.
• Prepare and process purchase requisitions, purchase orders and supporting procurement documents accurately and on time.
• Follow up with suppliers regarding order confirmation, production status, dispatch, delivery and resolution of shortages, defects or delays.
• Maintain an updated supplier database, quotation history, pricing records, contracts and vendor performance information.
• Support supplier onboarding, document collection and periodic supplier performance reviews.
• Ensure purchases comply with approved budgets, procurement procedures and management instructions.

• Submit procurement, payment and related approval requests through the OA system with complete and accurate supporting documentation.
• Coordinate with requestors to obtain missing information, quotations, justifications or approvals before submission.
• Follow up proactively with Head Office and relevant approvers until approval is received, while keeping internal stakeholders informed of progress.
• Maintain an approval tracker showing submission dates, approval status, pending actions and completion dates.
• Do not place orders or make commitments outside the approved authority and procurement process.

• Coordinate local and international shipments, transportation arrangements, courier services and delivery schedules.
• Liaise with suppliers, freight forwarders, customs brokers, drivers, warehouses and receiving locations.
• Prepare, review and maintain shipment documents, including commercial invoices, packing lists, delivery notes, airway bills and customs related documents.
• Track shipments from dispatch through final delivery and escal…
• Coordinate delivery timing with Retail Site Managers, IT personnel and other receiving teams to minimise disruption to operations.
• Confirm receipt of goods and ensure delivery notes, goods received records and discrepancies are properly documented.
• Support inventory transfers and movement of equipment or supplies between offices, warehouses and retail sites.

• Verify supplier invoices against approved purchase orders, quotations, delivery notes and goods received confirmations.
• Maintain accurate records of invoices, expenses, payments, advances and other procurement-related transactions.
• Prepare payment documentation and coordinate with Finance to ensure complete and timely payment processing.
• Assist with supplier statement reconciliation, account reconciliation and follow-up on outstanding balances or disputed invoices.
• Track payment due dates and communicate with suppliers professionally regarding payment status.
• Support petty cash or expense record administration when assigned, in accordance with company procedures.
• Maintain clear audit trails and organised files for all financial and procurement supporting documents.

• Maintain complete electronic files for quotations, purchase orders, invoices, approvals, payment records, shipping documents and contracts.
• Prepare regular procurement, logistics, cost,…