Reports to: Head of Services
Summary of Position
As a Procurement and Facilities Coordinator reporting to the Head of Services, you will play a key role in ensuring the seamless operation of procurement, logistics, facilities, and health and safety functions. Your responsibilities include building and nurturing strong relationships with key suppliers, collaborating closely with internal teams, and monitoring supplier performance to uphold high standards.
You will also oversee critical day-to-day activities, such as placing orders, coordinating deliveries, and managing essential databases with precision and efficiency. By developing a deep understanding of the company's systems and processes, you will contribute significantly to the success of these departments and the overall business operations.
Targets & Outcomes
- Identify and track measurable cost savings for the organisation.
- Prioritise internal stakeholder demands and expedite orders as needed.
- Enhance the reputation of the Procurement department within the company.
- Maintain open lines of communication with stakeholders from other departments to proactively achieve targets.
- Develop and maintain processes to meet ISO requirements and support continuous improvement initiatives.
Attitude and Persistence
- Demonstrate a proactive, results-oriented mindset with the ability to assume responsibility when required.
- Proactively address Procurement issues before they disrupt the supply chain.
- Display a strong commitment to learning and mastering relevant software systems.
- Challenge existing processes with the aim of enhancing company operations.
- Continuously develop personal skills to foster growth within the role.
Responsibilities
- Oversee and coordinate the end-to-end process for printing device installations and deliveries.
- Manage internal build orders and oversee the EBIS processes for second-hand devices.
- Process purchase orders to meet new business demands efficiently.
- Identify, evaluate, and manage supplier relationships to ensure optimal performance.
- Track orders, expedite deliveries, and ensure timely, complete fulfilment in line with business expectations.
- Maintain and monitor storage devices, ensuring accurate cost tracking and reporting.
- Handle quoting, booking, and invoicing for collections, relocations, and storage services.
- Oversee the day-to-day management of facilities, ensuring smooth operations.
- Maintain records and documentation related to maintenance, repairs, budgets, and facility-related activities.
- Carry out Facilities-related risk assessments.
- Manage H&S in the workplace, ensuring general H&S training certificates are up to date, while liaising with HR to organise relevant training or refreshers.
- Lead ISO 9001 and ISO 14001 certification audits, ensuring compliance with quality and environmental standards.
- Collaborate with internal stakeholders to ensure readiness for audits and address non-conformities.
Skills Requirements
- Exceptional communication, negotiation, conflict resolution and teamwork skills.
- Basic understanding of supply chain procedures.
- Outstanding presentation skills, both verbal and written.
- Confident and polite telephone manner, with the ability to engage professionally with external suppliers in person.
- Proficiency in system and analytical skills, problem-solving, and reporting.
- Proficient in the full Microsoft Office suite, with a strong understanding of Excel.
- A continuous improvement mindset.
- A can-do attitude.
The details contained in this Job Description reflect the content of the job at the date it was prepared. It should be remembered, however, that it is inevitable that over time, the nature of individual jobs will change, existing duties may no longer be required, and other duties may be gained without changing the general nature of the duties or the level of responsibility entailed. Consequently, Principal I Ltd will expect to revise this Job Description from time to time and will consult with the post holder at the appropriate time