Procurement & Facilities Coordinator

Our client is currently recruiting for a Procurement and Facilities Coordinator. The role is located in Aberdeen (office / site based) and will be on a permanent (staff) basis - 30 hours per week. 

ROLE

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 our sites.

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 the 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.

REQUIREMENTS

• 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.