Job Description Form
Name: TBC
Job Title: Procurement Manager
Terms of Employment: Permanent, Full Time
Job Function: Service
Location: Pafi Ltd, Robin Hill Farm, Lower Basildon, Mead Lane, Reading RG8 9NZ
Manager: Operations Director, Sean Payne
General Role Description
The Procurement Manager is responsible for the effective procurement, storage, and supply of materials, equipment, and services across Projects, Installation, Small Works, and Service functions.
This role combines strategic procurement responsibility with operational control of stores and stock, ensuring materials are ordered, received, stored, and issued efficiently to support delivery.
The role is accountable for supplier performance, cost management, stock control, and ensuring materials are available in line with operational requirements while maintaining strong commercial discipline.
Working closely with Projects, Service, Finance, and Technical teams, the Procurement Manager ensures that supply chain and stock management activities support programme delivery, protect margins, and maintain quality standards.
This role is critical in ensuring procurement and stores operate in a controlled, efficient, and scalable manner, supporting the overall performance and profitability of Pafi Ltd.
Function
Duties & Responsibilities
Procurement & Supply Management
Responsible and accountable for managing all procurement activities across projects, small works and service operations
Responsible and accountable for ensuring all materials and equipment are sourced in line with specifications and operational requirements
Responsibleand accountable for ensuring all orders are placed efficiently, optimising cost, cash flow, and delivery performance
Responsible and accountable for ensuring accurate order processing, tracking, and delivery coordination
Stores & Stock Control
Responsible and accountable for the management and organisation of the Pafi stores function
Responsible and accountable for maintaining accurate stock levels and effective inventory control aligned to operational requirements
Responsible and accountable for ensuring all incoming goods are checked against delivery notes and purchase orders
Responsible and accountable for ensuring goods are correctly receipted, stored, and allocated to stock or jobs
Responsible and accountable for preparing and coordinating outgoing goods for engineers and site delivery
Responsibleand accountablefor ensuring stock is available and in the correct location to support works
Responsible and accountablefor managing stock takes, spot checks, and inventory accuracy
Responsible and accountablefor managing product returns, repairs, and quarantine stock
Responsible and accountablefor maintaining a clean, organised, and compliant store environment
Supplier & Supply Chain Management
Responsiblefor managing supplier relationships and performance
Responsible and accountable for negotiating pricing, terms, and agreements
Responsibleand accountable for carrying out quarterly supplier reviews and maintaining supplier prices on internal quoting software.
Responsible and accountable for identifying, communicating and mitigating supply chain issues impacting delivery
Responsible and accountable for maintaining a reliable and effective supplier base
Commercial & Cost Control
Responsible and Accountable for ensuring procurement effectively supports margin delivery across projects, small works and service
Responsible and accountable for monitoring material costs and identifying cost-saving opportunities
Responsible and accountable for ensuring materials and equipment are ordered in line with approved specifications and agreed pricing, preventing incorrect items or costs being applied
Responsible and accountable for supporting Finance by ensuring all inbound supplier invoices are accurate and match the purchase order, agreed pricing, and goods receipted before payment is approved
• Responsible and accountable for maintaining accurate records of all receipted stock, including part deliveries, ensuring all items are correctly allocated to jobs within the job management system
• Responsible for recording and managing any damaged, faulty, or missing equipment, ensuring discrepancies are clearly documented and actioned
Responsible and accountable for ensuring procurement aligns with budget and financial controls
Planning & Coordination
Responsible and accountable for coordinating procurement schedules in line with project programmes and service requirements
Responsible and accountable for ensuring materials are available in line with delivery timelines
Responsiblefor liaising with the Project, Small Works and Service Departments to coordinate deliveries to engineers, sites, and service activities
Responsible and accountable for reporting to the Project, Small Works and Service teams regarding lead time issues and potential delays
Responsible and accountable for maintaining minimum stock levels
Process & Systems Control
Responsible for ensuring procurement and stock elements of internal systems are used effectively and consistently across all departments
Responsible and accountable for maintaining accurate records, documentation, and audit trails within internal systems in relation to stock and procurement
Responsible and accountable for monitoring procurement and stock data to identify trends and improvements
Responsible and accountable for improving procurement, stock handling, and logistics processes
Quality, Compliance & H&S
Responsible for ensuring compliance with company policies and procedures
Responsible for ensuring safe handling, storage, and control of materials including COSHH items
Responsible for maintaining compliance with health & safety and audit requirements
Team Leadership & Accountability
Responsible and accountable for managing stores and procurement activities
Responsible for supporting training and development within the function
Responsible for ensuring clear communication between procurement, stores, and operational teams
Reporting & Escalation
Responsible and accountable for providing monthly reporting to the Senior Management Team on procurement performance, stock levels, and supplier performance and their effect on operational impact
Responsible and accountable for identifying and escalating potential supply issues to the Operations Director
Performance Improvement
Responsible and accountable for identifying inefficiencies in procurement, stores, and logistics
Responsible and accountable for implementing improvements to cost, efficiency, and stock control
Responsible and accountable for driving continuous improvement across procurement and supply chain operations
Other
1. Carry out any other reasonable tasks as may be assigned by the Senior Management Team
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🔹 Typical Day
No two days will be identical, but they tend to follow this rhythm:
8:00 – 9:00 | Planning & Prioritisation
Review outstanding orders, deliveries, and stock levels
Check urgent material requirements across Projects, Small Works, and Service
Identify any supply risks, shortages, or delays
Review communications from suppliers and internal teams
9:00 – 11:00 | Procurement & Ordering
Place orders for materials and equipment in line with requirements
Confirm pricing, specifications, and lead times with suppliers
Ensure all orders are aligned with project and service needs
Update internal systems with order and delivery information
11:00 – 12:30 | Goods In & Stock Control
Receive and check incoming goods against purchase orders and delivery notes
Allocate stock to jobs or store inventory within the job management system
Identify and record any discrepancies, shortages, or faulty/damaged items
Prepare outgoing materials for engineers and site delivery
1:30 – 3:30 | Coordination & Supplier Management
Liaise with Project, Small Works, and Service teams on material requirements
Coordinate deliveries to site and engineer locations
Resolve supply issues and manage lead time challenges
Engage with suppliers regarding performance, pricing, and availability
3:30 – 5:00 | Systems, Reporting & Control
Update procurement and stock records within internal systems
Review stock levels and outstanding orders
Support Finance with invoice validation and queries
Escalate any risks or issues and plan next-day priorities
🔹 Typical Week
A weekly cycle usually forms around:
🟢Procurement & Supply Coordination
Review all active orders and delivery schedules
Ensure alignment with project programmes and service demand
Resolve supply issues and manage delays
🟢Stores & Stock Management
Carry out stock checks and maintain inventory accuracy
Ensure stores are organised, compliant, and operationally effective
Manage returns, faulty items, and stock discrepancies
🟢Supplier Management
Engage with suppliers to review performance, pricing, and reliability
Address supplier issues and improve service delivery
🟢Commercial & Cost Control
Monitor material spend and cost efficiency
Ensure correct pricing and ordering accuracy
Support Finance with invoice validation and cost tracking
🟢Internal Coordination & Communication
Align with Projects, Small Works, and Service teams
Provide updates on deliveries, delays, and stock availability
🔹 Typical Month
The month has a stronger structure and reporting cycle.
📊1. Performance & Reporting Cycle
Review procurement performance, stock accuracy, and supplier performance
Analyse spend, trends, and operational impact
Provide reporting to the Senior Management Team
📋2. Supplier & Commercial Review
Carry out supplier performance reviews
Review pricing, agreements, and cost efficiencies
Identify opportunities for cost reduction and improvement
📦3. Stock & Inventory Management
Conduct stock takes and review inventory levels
Ensure minimum stock levels are maintained
Reduce excess, obsolete, or slow-moving stock
🛠4. Process & Operational Improvement
Review procurement, stock, and logistics processes
Implement improvements to efficiency and control
Enhance system usage and data accuracy
📈5. Planning & Forward Coordination
Align procurement with upcoming project and service demand
Identify supply chain risks and capacity issues
Support operational planning and delivery readiness
This role acts as the operational link between supply chain and delivery, ensuring procurement and stock control support programme delivery, margin protection, and service performance across the business.
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Security Installations and Maintenance
Pafi. Ltd.
Registered in England No. GB 3104961 VAT GB 677 2114 30EORI GB677211430000
Registered Office: Robin Hill Farm, Mead Lane, Lower Basildon, Reading RG8 9NZ
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