Facility & Procurement Specialist
Posted on :
06-10-2025
Employer Active
1 Vacancy
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Job Description
Facility Management
- Oversee the maintenance and operations of the main office and all regional offices.
- Manage facility-related requests for all offices ensuring timely resolution of maintenance issues and snags.
- Source finish and furnish new regional offices as required by the organization ensuring they meet brand standards and operational needs.
- Create and implement processes for maintaining consistency across all office spaces including policies and procedures.
- Manage cleaning services pest control and other recurring operational needs for all offices.
- Coordinate and manage office renovations and closures ensuring seamless execution.
- Compile monthly reports on facility-related metrics.
- Ensure preventative maintenance plans are implemented and adhered to across all locations.
- Ensure compliance and adherence to KPIs and SLAs with the facility management partner addressing gaps and driving continuous improvement.
- Ensure all Office Policies & Protocols related to the facility are current adhered to and published and presented at onboarding of all new staff.
- Management of service provider relationships and facilitate monthly meetings and ratings.
- Source quotes when required for new and alternative facility suppliers.
- Ensure supplier invoices are submitted for payment monthly and approved.
- Follow up on outstanding invoices or provide accruals.
- Ensure office branding is brand fit
- Manage new installations within the office when required
Procurement/Vendors
- Work with vendors to ensure timely delivery of goods & services at agreed pricing and quality standards.
- Identify and implement cost-saving opportunities in collaboration with the Procurement Manager.
- Manage the set-up process of new office/facility related vendors and ensure all relevant documents are attached archived.
- Assist with Procurement Projects as requested by the Procurement Manager (source suppliers quotes source/order products etc.).
- Set up valuable interactions with potential new suppliers to facilitate working relationships and new business ventures.
- Monthly update of running costs vs budget reporting and accrual of costs while setting proposed budgets when required.
- Manage relationships with service providers ensuring adherence to Service Level Agreements (SLAs).
- Conduct monthly performance reviews and ratings for service providers
HSE
- Ensure all offices comply with HSE policies and procedures including fire safety first aid and preventative maintenance.
- Conduct regular audits of all offices ensuring compliance with safety standards and protocols.
- Maintain and update HSE policies annually ensuring alignment with local regulations and company standards.
- Oversee the stocking and maintenance of HSE consumables (e.g. first aid kits) across all office locations.
- Conduct quarterly HSE meetings reporting on compliance and taking minutes.
Sustainability
- Lead sustainability efforts for the company identifying and implementing projects that align with HQ guidelines.
- Monitor and report on sustainability metrics including energy and waste management.
- Promote and implement sustainable practices within all office environments.
Qualifications :
- 13 years of experience in facility management complemented by a junior-level background in procurement.
- Proficiency in MS office (experience email tools spreadsheets and databases).
- Time management skills and ability to multi-task and prioritize work.
- Attention to details and problem solving.
- Strong written and verbal communication skills.
- Strong organizational and planning skills in a fast-paced environment.
- A creative mind with ability to suggest improvements and implement.
- Customer service orientated.
- Budgets and reconciliations.
Remote Work :
No
Employment Type :
Full-time
Employment Type
Full-time
Department / Functional Area
Key Skills
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