Procurement and Facilities Manager - Human Capital Partners Limited : Job Details

Overall purpose of the role

A forward-thinking procurement professional is needed to be responsible for vendor and facilities management and related tasks.

As this is a new role, the incoming manager is expected to make it their own and develop best-in-class systems and processes, to ensure delivery is performed to the highest standards. The position will sit within the Finance Function and have broad responsibility for supplier contract negotiation and compliance, corporate insurance, facilities management and fleet management for the group.

The role operates in a fast-paced FinTech environment and requires broad experience across procurement and operational facilities management. Excellent communication skills and attention to detail are essential. You will be a natural leader, able to manage multiple competing deadlines, with sufficient gravitas to operate effectively with the senior executive team and to negotiate with larger corporate suppliers.

In addition to the initial function and process set-up, there is likely to be a significant ad-hoc and project work component to the role.

Key responsibilities and accountabilities

Vendor and Procurement Management

• Define clear and robust processes and procedures, to streamline and improve procurement
• Design and roll-out new tendering and onboarding methodologies. Set minimum quality standards for tendering and pricing
• Research potential alternative suppliers to ensure current services are appropriate
• Negotiate appropriate terms well in advance of the renewal date for contracts and support benchmarking of material vendors against industry standards
• Ensure KYC, data protection and required regulatory terms are in place for contracts
• Work with the business to embed best practices for all supplier relationships
• Maintain an up-to-date database for all vendor and supplier contracts
• Aim to reduce expenditure using improved vendor management
• Assist with business cases and rollouts for new areas or suppliers
• Aid in developing a right-first-time team culture; raising the bar and team standards continuously.
• Support periodic and year-end audits
• Maintain an up-to-date knowledge of best practice.

Insurance Oversight

• Responsible for all corporate and fleet insurance policies and processes, including claims assistance and management
• Ensure proper controls and review of insurance tendering and quotes obtained and obtain best value for money and aim to reduce costs where possible
• Maintain good working relationship with the insurance brokers

Fleet Management

• Oversee vehicle leasing program for the commercial team
• Act as key point of contact between the lease company and commercial team for daily issues
• Work on vehicle pricing and scheme administration to reduce costs and maximize benefit

Facilities Management

• Support the office manager and ensure that the facilities run smoothly
• Oversee leases for the head office and associated car parks and collaborations with the landlord
• Improve the working environment within the head office
• Champion improvements in relation to carbon reduction and efficient office environment operations