Rapid Facilities Management Limited - We have over eighteen years of building services experience, both local and international which we deploy for the smooth and efficient running of your office, factory, hotel, hospital or other buildings. Our relentless pursuit of best practice means you can focus on your core activities whilst we take away the hassle of running your buildings.
Operate as overall officer in charge of sourcing and purchasing of goods and services for the company according to approved budget
Close control of purchasing budgets, negotiating with suppliers and ensuring delivery schedules are met
Advises the FM on Procurement Strategy matters that impacts the company
Provide strategic leadership and direction in managing procurement activities for the company.
Principal Duties and Responsibilities Sourcing & Vendor Management: 40%
Researching for new vendors and actively seeking for better sources for the supply of consumables & other goods, including ad-hoc sourcing of goods locally & internationally to fulfill customers’ requests.
Evaluating prospective suppliers & subcontractors, vetting and on-boarding of subcontractors for the company’s main activity streams (electrical, mechanical, AC, building works, waste disposal, pest control, water treatment, etc.), ensuring they meet the requirement within Rapid FM.
Applying and obtaining good credit terms for vendors & subcontractors in line with company’s goals and objectives.
Agree favorable payment terms with vendors, while ensuring that they maintain at all times, quality of goods/services as required by clients.
Monitoring market trends, carry out market analysis to get the best purchasing deals, acquiring goods and services at favorable prices, comparing prices of goods from different suppliers, and staying up-to-date on market changes that can affect the supply and prices of goods.
Purchasing / Buying: 30%
Raising purchase orders and following through with purchases to delivery
Managing all paperwork through the purchasing process (GRNs, Way bills, Purchase Orders, quotations, invoices) etc.
Verifying that requisitions are within the agreed budget, verifying specifications for requests before placing orders.
Identification and realization of cost-saving and cost-reduction opportunities, regularly contacting suppliers & subcontractors to renegotiate prices
Resolving disputes and claims with vendors/suppliers.
Controlling the purchasing budget
Monitoring delivery times to ensure they are on time.
Ensuring the adequate supply of all required materials, components and equipment
Data Handling - maintaining accurate records of purchases, prices, inventory levels, potential developments on goods and services
Procure all materials tools and services for all sites across the business
Liaising with accounts payable on vendor invoices & payments
Provide adequate information for the preparation of costing for all tenders and bids for intending projects and proposals
Ensure all request are attended to within 24hrs upon request being made
Ensure all Purchase Orders created get to finance department within 24hrs of being created
Monthly reporting on procurement activities e.g. volume of supplies per service and materials, volume of request per site, number of registered suppliers %age of OEM VS OTHER Suppliers
Following through on advance payment to vendors & subcontractors, ensuring that items/services are delivered as required and closed out
Stock Control: 30%
Keeping record of consumables stocks in HQ stores and managing dispatch to sites, monitor trend of consumption per site and whistle blow on too frequent/abnormal requests.
Liaising with various sites and monitoring stock levels in conjunction with site representative
Projecting stock levels, managing reorder levels and placing orders for stock items & monthly consumables to ensure zero- stock out.
Analyzing inventory levels of existing stock
Any Other responsibilities:
Undertaking any other duties, either for this department or any other department within the business, which may be requested by the Managing Director, for which training and/or an explanation has been provided and understood.
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