Procurement Coordinator

Job description / Role

The procurement coordinator is responsible for overseeing all aspects of the procurement process within the TFP Department. The procurement coordinator oversees the procurement cycle from requisition, the approval process, through to completion. In addition, contract management and ensures adherence to contractual deliverables, as well as the terms and conditions. The role includes managing relationships with vendors, the procurement department, processing purchase orders/task orders and receipts accurately, effectively following up on the tendering process, contract negotiations, monitoring budgetary constraints, maintaining thorough documentation, evaluating supplier performance, coordinating with internal departments, and resolving procurement-related issues promptly and effectively.

This role is to drive, take ownership, and remove issues and blockers within the procurement process and ensure that execution of works is not hindered due to procurement and commercial related activities.

Administration
• Process documentation in a timely, accurate and efficient manner for the operations team, consultants, service providers and third parties.
• Perform QA checks of all incoming and outgoing documentation in accordance with compliance and recognised standards, processes, and procedures.
• Control and implement the document numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents produced by the department to ensure complete order and organisation.
• Review and maintain the accuracy of records by ensuring registers and trackers are always up to date when new documentation, comments or statuses have been assigned for the operations team to review when required.
• Liaise with and distribute project related documentation to the team in-house and external consultants, contractors or third-party companies and ensure the correct actions are assigned to the necessary party and are actioned in a timely manner.
• Maintain confidentiality around sensitive documentation you may receive or have access to, to ensure compliance security and processes are adhered to.
• Assist the technical and commercial teams in producing RFI/RFP packages, PQQ, Task Order Requestion, PO requestions, and formally issue internally and externally via the designated system.
• Manage any package addendums being issued, manage queries ensuring to relay and update both the project, commercial and technical departments for their review and response.
• Ensure necessary approvals are obtained within set timescales
• Ensure invoice submissions are to the required standard to the Finance Department
• Follow up, document and record payments and invoice processing against contractors and framework agreements.
• Develop, and maintain procurement status trackers specific to each project and ensure the TFP projects team are sufficiently communicated to and updated relating to procurement activities and status of pending procurement

IT and Systems
• Implement the data management strategy and integrate data storage solutions into the operation, action requests such as invoice approvals, bid status updates, RFP preparation, Purchase Order / Task Order processing, Receipt processing.
• Collaborate with the wider operations teams to understand the systems being used for property, tenant and facilities management and fully understand how systems interface with data management and storage.
Processes and Data Management
• Develop and cascade document management policies and procedures into the work environment to ensure all stakeholders are familiar with and have access to documentation.
• All stakeholders must have a clear understanding of the procurement process and cycle
• Develop and deliver internal Procurement SLA and agreements with the Procurement Department.
• Ensure document management protocols and standards are followed by staff and the wider operations team.
• Execute specific tasks and practiced routines to ensure document management policy, processes and procedures are adhered to.
• Provide input to develop and enhance internal operating procedures where there is an input by or interface with document management.

Health, Safety and Environment
• Comply with Osool's code of conduct (as set out within the employee handbook) and all relevant business processes, procedures, and work instructions to operate with the appropriate safety, quality, and governance standards.
• Exercise a duty of care for your health, safety, welfare, and take all reasonable steps to prevent harm or injury to others by assessing risks and hazards, implementing safety measures, and taking appropriate action when necessary.
• Promote a positive HSQE and information security culture among peers, service providers and all other parties interacting with the Osool brand.

People and Office Management
• Lead by example by delivering exemplary customer service to internal and external stakeholders.
• Act as the first point of contact with regards to delays to work and accordingly communicate the information to the line and section managers.
• Manage Task Order, Contracts, RFP/RFQ, end to end procurement process from requirement to project completion.
• Keep all TFP stakeholders informed of decisions affecting their areas of operation and to ensure a uniform application of Osool’s policies and delivery of agreed service standards

Requirements

• Minimum bachelor’s degree or higher-level diploma in Procurement and/or Commercial Contract Management

Experience
• Minimum 3 years' experience in a Property/Project/Facilities Management operation as a Procurement Coordinator.
• Specific experience in Framework Agreements, call off Contracts is an added advantage.
• Familiar with the Procurement process from request through to completion including tendering processes and requisitions is a must.

Skills
• Communication
• Organisational
• Time management
• Teamwork
• Framework Agreement Management
• Contract Management
• Reporting and Data Management

Language
• Fluent in verbal and written English.

About the Company

Chestertons is a global real estate services firm with more than 46 offices in 16 countries, operating across the UK, Europe, Asia Pacific, Caribbean, Middle East and North Africa.

We provide expert advice on the purchase, sale and leasing of all types of commercial and residential real estate, including management of property portfolios, valuations and appraisals, as well as capital market advice to help clients to develop viable strategic opportunities from their real estate portfolios.

Are you interested in becoming a new member of the Chestertons Global Network? Join our Global Network and use our brand and expertise to grow your business globally.