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Reports to: Head of Services

Summary of Position

As a Procurement and Facilities coordinator reporting to the Head of Services, your role encompasses a wide range of responsibilities, supporting both procurement and logistics operations while also overseeing Facilities and Health & Safety Lead. You will play a pivotal role in the day-to-day functioning of these departments, building and maintaining strong relationships with key suppliers, collaborating with internal departments, and diligently monitoring supplier performances are critical aspects of your role. In addition, you will develop a comprehensive understanding of our company's systems to efficiently place orders with our suppliers, coordinate deliveries with clients, and maintain and monitor crucial databases.

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.

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.

- Approach the role with a proactive and energetic attitude.

- Continuously develop personal skills to foster growth within the role.

Responsibilities

- Track and monitor beginning to end procedure of printing devices regarding installations and deliveries.

- Manage internal build orders and managing the EBIS process and procedures 2nd hand devices.

- Manage and maintain storage devices and costings.

- Quoting, booking, and invoicing for collections, relocations, and storage.

- Process purchase orders in response to new demands.

- Identifying, selecting, and managing suppliers.

- Track orders, expedite deliveries, and ensure on-time and complete fulfilment, aligning with business expectations.

- Administer the day-to-day management of Facilities.

- Ensuring general H&S training certificates are up to date.

- Liaise with HR to organise relevant trainings / refreshers.

- Maintain records and documentation related to maintenance, repairs, budgets, and facility-related activities.

- Manage H&S in the workplace and assist with Audits and Programs regarding ISO/H&S processes and Procedure Standards.

- Carry out Facilities related Risk assessments.

- Provide support to the Purchasing and Logistics Leads on strategic projects as required.

- Holiday cover for the Warehouse and cover for Service when required.

- Core Member of the Principal Wellbeing and Culture Group.

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