Job Description
Our client based in Aberdeen are looking for a Procurement & Facilities Coordinator to join their team on a staff basis. The role will be spilt between their 2 bases in Aberdeen.
Summary:
The position of Procurement and Facilities Coordinator is responsible for coordinating the procurement process for the best quality equipment, goods and services (excluding Fluid-related purchasing) at the most competitive prices, whilst maintaining safe, efficient and compliant facilities across two branches.
Essential Duties And Responsibilities:
•Maintain accurate records of purchases, pricing, and other important data.
•Source and evaluate suppliers and vendors to ensure the best quality products at competitive prices in accordance with Company procedures.
•Manage relationships with suppliers to ensure timely delivery of goods and services.
•Ensure compliance with Company policies and industry regulations.
•Accurately prepare purchase orders in E1 (JD Edwards), ensuring requisition forms (when required) are completed from departments who originated request.
•Check requisition forms for accuracy (specifically their terminology and specifications) and assess if quantities are sufficient for needs
•Track and check deliveries to ensure ordered items are received
•Liaise with suppliers regarding order changes, cancellations or late/missed deliveries
•Liaise with departments regarding order status. Provide updates on changes, cancellations or assist with ordering more material if required.
•Assist with purchasing for key or special projects; track status of requisitions, suppliers orders, and delivery schedules; update all relevant parties of progress, or of issues that may impact the projects.
•Purchase personal protective equipment and other safety equipment as required.
•Provide completed delivery notes, invoices and month end receipting to Accounts. Coordinate the servicing and repair requirements of equipment maintenance schedules and company vehicles (including forklifts); and assist with lifting enquiries.
•Coordinate control stock inventory levels in line with repairs and maintenance schedules.
•Support the Laboratory with their calibration requirements.
•Maintain departmental documents and files in good order.
•Oversee day to day facilities coordination for two branches facilities (workshop, yard, offices and quayside) including but not limited to utilities, office consumables, waste collection, and general maintenance.
•Coordinate with contractors and service providers for facilities related work.
•Ensure office facilities and services for facilities are managed and kept up to date.
Desired Qualities/Qualifications
•Ability to work independently.
•Exceptional organization skills with attention to detail.
•Effective communications skills, bother verbal and written.
•Able to create and submit accurate paperwork to company-required standards.
•Ability to effectively present information, and respond to questions from suppliers, clients and managers.
•Proactively works to achieve tasks and objectives in a safe, timely and efficient manner.
•Be an effective problem-solver.
•Be an effective negotiator, acting as intermediary between suppliers and internal departments.
•Excellent attention to detail and compile accurate documentation and business correspondence.
•Ability to adapt to and manage changing job priorities and goals; and be capable of dealing with multiple tasks within tight timeframes.
•Previous knowledge and experience of purchasing and procurement processes required, ideally within the energy sector.
•Proven experience in facilities coordination.
•Intermediate skill level of MS Excel, Word and Outlook as a minimum.
•Experience of JD Edwards Enterprise 1.