Procurement Executive ( Facilities Management) and Events Ops
Roles & Responsibilities
Overview
Responsible for facilities management and procurement operations of the UFIT group. A Facilities Management / Procurement Executive ensures that all operation and procurement activities and processes meet quality standards and requirements set by the COO. The Executive also leads efforts in implementing the procurement processes by proposing sourcing strategies and suggesting improvement initiatives to enhance the organization’s ability to support the needs of the UFIT Hubs and UFIT Line Managers. The Executive should typically come from a facilities management and/or events background with procurement and/or contract work experience. Good interpersonal and communication skills are important for this role as the Executive has to interact frequently with vendors, internal and external parties. The Executive also needs to manage the master vendor management including vendor performance.
Reports to: UFIT COO
Responsibilities
- To carry out property management and procurement of property management services.
- To ensure building services meet the required standards and expenses kept within budget.
- Te ensure building safety and fire (SCDF) protocols are compliant
- To develop and establish good communication and relationships with tenants and vendors.
- To coordinate and carry out improvement and upgrading works to the facility or systems in response to management’s requirements.
- To prepare and collate information for monthly management reporting and provide analysis on variances of the expenses.
- Implement and provide suggestions and feedback on the appropriate policies, procedures and internal controls for procurement activities.
- Liaise with internal stakeholders on all procurement-related matters and ensure they are in compliance with procurement policy and procedures.
- Carry out tender administration such as timeline planning, prepare tender documents, review tender specifications, respond to tender queries, reviewing tender evaluation. (Projects Based if any)
- Lead contract negotiation and supplier management process to ensure quality, pricing and delivery objectives are met.
- Perform vendor screening, supply market research and analytical studies to identify and select potential suppliers to be added to the pre-approved vendor list.
- Maintain vendor list, price list and item list.
- Support category management and identify areas for cost consolidation.
- In charge of daily operational purchasing such as planning, issuing and following up on purchase orders, delivery and schedules.
- Monitor inventory for consumable and carry out purchase when required.
- Work with facilities management team members to perform any other duties assigned.
Events operations
Oversee all event operations task lists and handle inquiries. Set, communicate and maintain timelines, priorities, and operations templates on every project
- Research venues, suppliers & contractors;manage relationships
- Manage site map and placement of exhibitors, working closely and collaboratively with the marketing team to ensure client satisfaction with operational aspects
- Manage exhibitor portal and ensure its sales and marketing objectives (i.e., client-friendliness) are also met as well as operational objectives
- Identifying clients' requirements and expectations for each event
- Brainstorming and implementing event concepts and themes
- Preparing event budgets and processing invoices
- Organizing suppliers, caterers, staff, and entertainment
- Managing set-up, tear-down, and clean-up operations
- Procurement and recruitment of Operational contractors and staff
- Ad Hoc duties relating to event
Requirements
- Minimum Diploma in Facilities Management / Events with at least 5 years relevant experience. Candidates from the facilities and events industry with procurement and/or contract work experience will have an added advantage
- Class 3 licence
- Solid knowledge and understanding of procurement processes, policy, and systems
- Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel) or Google Suite
- Ability to negotiate, establish, and administer contracts
- Excellent verbal and written communication skills
- Ability to multitask, prioritize, and manage time efficiently
- Accurate and precise attention to detail
- Ability to work well with management and staff at all levels
- Goal-oriented, organized team player
- Resourceful team player who can work independently and display initiative
