Facilities & Procurement Coordinator

Job description / Role

Duties and responsibilities shall include, but not limited to, the following:

FACILITIES:
- Long range facility planning and annual facility planning (tactical planning).
- Facility financial forecasting and budgeting i.e. Prepare budget, monitor and ensure adherence to budget, evaluate and control maintenance costs and authorize expenditures within budgetary limitations.
- Real estate acquisition, disposal, and lease management.
- Interior space planning, workplace specifications, installation, and space management.
- Architectural and engineering planning and design.
- New construction and/or renovation work.
- Maintenance and operations management of the physical facility. Ie. Assess maintenance problems, determine need for large scale projects, and recommend proposals as appropriate. Review maintenance plans and specifications to ensure departmental requirements are met, inspect work in progress and evaluate completed projects to control costs and ensure work is performed as specified.
- Liaise with building management and outside contractors for repairs, maintenance and facilities support.
- Manage documents and maintain records of comprehensive preventive maintenance program.
- Responsible for security, cleaning, car parking and general administrative services
- Establish security policies and procedures.
- Maintain inventory of general office supplies.
- Accountable for acquisition of most goods and services which includes seeking competitive bids and coordination with department heads.
- Advise on health and safety of a buildings environment for the occupants and users.
- Ensure compliance with facility-related administrative, legal and regulatory requirements of governmental agencies including environmental health and safety requirements.
- Advise on energy efficiency.
- Respond to complaints and suggestions regarding facilities.
- Investigate damages to facilities; determine responsibility and assess charges for damages.
- Perform and coordinate room inspections upon vacancies.
- Prepare operational reports and analyses setting forth progress, adverse trends, and appropriate recommendations and conclusions.
- Assign work to and monitor performance of assigned employees ensuring proper distribution of assignments and adequate manning, supplies and equipment for performance of duties.
- Meet with subordinates to ensure compliance with standards, practices and policies.
- Train new personnel in proper procedures.

PROCUREMENT:
- Review and process requisitions. Issue purchase orders.
- Determine vendor sources and obtains product information. Ensure specifications are met.
- Maintain contact with vendors and ensures compliance with contracts. Investigate and resolve conflicts with vendors and departments as it relates to quotes, bids, and outstanding invoices.
- Prepare complex bid investigations, evaluate bid proposals, and issue purchase orders.
- Advise departments on purchasing policies and procedures and provides vendor sources.
- Provide training and guidance to Departmental Managers.
- Answer inquiries regarding complex policies and procedures as it relates to the purchasing of goods and payment of services.
- Gather and record data to prepare reports. Compose technical letters, memos, and other similar documents.
- Perform similar or related duties as assigned or required.
- To have up to date knowledge of related procurement legislation.
- Any other task given at the discretion of the Management.

Requirements

- At least a Bachelor's Degree holder in Business Administration
- With at least 5 years of work experience in facilities and/or procurement administration
- Excellent English communication and interpersonal skills
- Proficient in MS Office and Internet
- People-oriented and flexible

About the Company

One of the leading universities in Qatar.