Key Responsibilities
Procurement & Sourcing
• Raise and manage purchase orders in accordance with company procurement policies and approval processes.
• Conduct sourcing activities for goods, services, and works across multiple categories.
• Prepare, issue, and manage RFQs, RFPs, and tender documentation.
• Analyse supplier quotations and prepare commercial comparison reports.
• Support contract negotiations to achieve best value while maintaining quality and service requirements.
• Maintain procurement records, supplier databases, and contract registers.
Vendor Management
• Conduct supplier pre-qualification assessments and vendor evaluations.
• Monitor supplier performance against agreed KPIs and service levels.
• Develop and maintain strong relationships with vendors and service providers.
• Identify and mitigate procurement and supplier-related risks.
• Ensure all suppliers meet compliance, insurance, health & safety, and regulatory requirements.
Invoices and Commercial Controls
• Review invoices against purchase orders, contractual terms and supporting documentation.
• Resolve discrepancies and support Finance with supplier payment queries.
• Monitor procurement commitments and expenditure against approved budgets.
Contract Lifecycle Management Support
• Support contracts from procurement and award through execution, renewal, variation and termination.
• Maintain contract registers and key contractual dates.
• Monitor expiry dates, renewal/extension options, notice periods, insurance requirements and other contractual obligations.
• Maintain appropriate records for construction contracts and commercial changes.
• Coordinate contract variations, amendments and extensions.
• Escalate contractual risks and non-compliance to the appropriate stakeholders.
• Maintain records relating to cleaning, facilities management, and construction contracts.
Compliance & Reporting
• Ensure procurement activities comply with company policies and governance requirements.
• Verify supplier insurance documentation, including public liability, employers' liability and professional indemnity where applicable.
• Ensure required health & safety and statutory documentation is maintained.
• Support supplier due diligence, including financial, compliance and ESG requirements.
• Monitor supplier compliance throughout the contract lifecycle.
• Prepare procurement reports, savings analysis, spend reports, and vendor performance reviews.
• Support internal and external audits as required.
• Promote ethical procurement practices and continuous improvement initiatives.
Essential Requirements
• Minimum 5 years' experience in procurement, purchasing, contract administration, or a similar role.• Experience conducting RFQs, tender exercises, supplier sourcing, and commercial evaluations is a must.
• Experience working with:
o JCT Contract type i.e. Design and Build contracts
o Facilities Management service contracts
• Knowledge of contract management principles and procurement best practices.
• Strong analytical and negotiation skills.
• Excellent communication and stakeholder management abilities.
• Experience using ERP, finance, or procurement management systems such as SAP is desirable but not essential
