Procurement & Utilities Executive

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Reporting to

Finance Manager

What this job involves

The Procurement & Utilities Executive supports the procurement and vendor management functions for the client. The role is responsible for supporting sourcing vendors managing purchasing activities coordinating quotations and tenders administering purchase orders and ensuring compliance with client procurement policies. The role also supports vendor performance monitoring and financial documentation related to procurement activities. The individual will also be involved in assisting the finance manager in ensuring utilities payments and management are in order.

Key Responsibilities

Procurement & Sourcing

• Support sourcing activities for facilities management services subcontractors and materials.

• Ensure procurement activities comply with procurement policies contractual requirements and governance standards.

Purchase Order & Procurement Administration

• Raise Purchase Requisitions (PR) and Purchase Orders (PO) through approved procurement systems.

• Monitor purchase order status and ensure timely processing and delivery of materials or services.

• Maintain accurate procurement records including quotations approvals purchase orders and contracts.

• Track procurement transactions and ensure documentation is available for audits and financial reporting.

• Ensure procurement documentation complies with approval thresholds and procurement procedures.

Vendor & Contract Coordination

• Support vendor sourcing and onboarding processes.

• Maintain and update vendor databases and contract documentation.

• Work with operations team to monitor vendor performance and escalate service delivery issues where required.

• Support contract renewals and ensure procurement timelines are met to avoid service disruption.

Financial Coordination

• Support invoice verification and ensure invoices align with approved purchase orders and services delivered.

• Track procurement spending and support reporting against operational budgets.

• Support accrual reporting and procurement financial documentation where required.

• Assist with procurement cost tracking and savings initiatives.

Governance & Compliance

• Ensure procurement activities comply with procurement policies contractual requirements and governance standards.

• Maintain procurement documentation for compliance audits and internal reviews.

• Support procurement governance processes including vendor risk assessments and approval workflows.

• Promote ethical procurement practices and transparency in vendor selection.

Utilities & Invoice management

• Receive review and process utilities invoices (e.g. electricity water gas telecoms waste management) for timely payment.

• Flag discrepancies consumption abnormalities or price variances and follow up with vendors or internal stakeholders for resolution.

• Track payment status and maintain an updated log of all utilities-related transactions.

Key Skills & Competencies

• Procurement and sourcing coordination

• Vendor relationship management

• Contract and documentation administration

• Financial awareness and cost control

• Stakeholder management

• Strong organizational and coordination skills

Qualifications

• Diploma or Degree in Supply Chain Management Procurement Business Administration Engineering or related field.

• 25 years of procurement or purchasing experience.

• Experience in facilities management property management engineering services or construction procurement preferred.

• Familiarity with procurement systems financial tracking and vendor management processes.

Location:

If this job description resonates with you we encourage you to apply even if you dont meet all of the requirements. Were interested in getting to know you and what you bring to the table!

At JLL we harness the power of artificial intelligence (AI) to efficiently accelerate meaningful connections between candidates and opportunities. Using AI capabilities we analyze your application for relevant skills experiences and qualifications to generate valuable insights about how your unique profile aligns with the specific requirements of the role yourepursuing.

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