Facility & Procurement Specialist

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