Facility & Procurement Specialist

As a Facility & Procurement Specialist, you will be responsible for ensuring the smooth operation and maintenance of our main office and regional offices. Your role will involve managing facility-related requests, resolving maintenance issues promptly, and ensuring all office spaces meet the highest standards of functionality and professionalism. You will play a key role in sourcing, finishing, and furnishing new regional offices to align with the organization’s needs, while maintaining consistency across all locations.

In addition to managing facilities, you will support procurement tasks assigned by the Procurement Manager, including vendor sourcing, cost optimization, and ensuring timely delivery of goods & services and. You will also take ownership of Health, Safety, and Environmental (HSE) compliance across all offices, ensuring all locations adhere to safety regulations and sustainability initiatives.

This is an exciting opportunity to contribute to the organization by creating efficient, safe, and inspiring workspaces that reflect the brand's values, while supporting strategic procurement efforts.

RESPONSIBILITIES

Areas that play to your strengths

All the responsibilities we'll trust you with:

Expand all

• Facility Management

  • Oversee the maintenance and operations of the main office and all regional offices.
  • Manage facility-related requests for all offices, ensuring timely resolution of maintenance issues and snags.
  • Source, finish, and furnish new regional offices as required by the organization, ensuring they meet brand standards and operational needs.
  • Create and implement processes for maintaining consistency across all office spaces, including policies and procedures.
  • Manage cleaning services, pest control, and other recurring operational needs for all offices.
  • Coordinate and manage office renovations, and closures, ensuring seamless execution.
  • Compile monthly reports on facility-related metrics.
  • Ensure preventative maintenance plans are implemented and adhered to across all locations.
  • Ensure compliance and adherence to KPIs and SLAs with the facility management partner, addressing gaps and driving continuous improvement.
  • Ensure all Office Policies & Protocols related to the facility are current, adhered to and published, and presented at onboarding of all new staff.
  • Management of service provider relationships and facilitate monthly meetings and ratings.
  • Source quotes when required for new and alternative facility suppliers.
  • Ensure supplier invoices are submitted for payment monthly and approved.
  • Follow up on outstanding invoices or provide accruals.
  • Ensure office branding is “brand fit”
  • Manage new installations within the office when required

• Procurement/Vendors

  • Work with vendors to ensure timely delivery of goods & services at agreed pricing and quality standards.
  • Identify and implement cost-saving opportunities in collaboration with the Procurement Manager.
  • Manage the set-up process of new office/facility related vendors and ensure all relevant documents are attached archived.
  • Assist with Procurement Projects as requested by the Procurement Manager (source suppliers, quotes, source/order products etc.).
  • Set up valuable interactions with potential new suppliers to facilitate working relationships and new business ventures.
  • Monthly update of running costs vs budget reporting and accrual of costs, while setting proposed budgets when required.
  • Manage relationships with service providers, ensuring adherence to Service Level Agreements (SLAs).
  • Conduct monthly performance reviews and ratings for service providers

• HSE

  • Ensure all offices comply with HSE policies and procedures, including fire safety, first aid, and preventative maintenance.
  • Conduct regular audits of all offices, ensuring compliance with safety standards and protocols.
  • Maintain and update HSE policies annually, ensuring alignment with local regulations and company standards.
  • Oversee the stocking and maintenance of HSE consumables (e.g., first aid kits) across all office locations.
  • Conduct quarterly HSE meetings, reporting on compliance and taking minutes.

• Sustainability

  • Lead sustainability efforts for the company, identifying and implementing projects that align with HQ guidelines.
  • Monitor and report on sustainability metrics, including energy and waste management.
  • Promote and implement sustainable practices within all office environments.

EXPERIENCE

Your areas of knowledge and expertise

that matter most for this role:

• 1–3 years of experience in facility management, complemented by a junior-level background in procurement.
• Proficiency in MS office (experience email tools, spreadsheets and databases).
• Time management skills and ability to multi-task and prioritize work.
• Attention to details and problem solving.
• Strong written and verbal communication skills.
• Strong organizational and planning skills in a fast-paced environment.
• A creative mind with ability to suggest improvements and implement.
• Customer service orientated.
• Budgets and reconciliations.

• Travel 10-20%