Office and Procurement Manager

Job Description

Job Description

This position is responsible for ensuring the smooth, efficient, and professional operation of the office and is responsible for planning, sourcing, negotiating, and managing the purchase of goods and services that an organization needs to operate efficiently and cost-effectively.

• Corporate Scope: Administrative responsibility for all LCX Group companies .
• Permits & Licenses: Centralized control, including expiration dates, renewals, and follow-up.
• Corporate Insurance: Policies, COIs, renewals, premiums, expiration dates, and coordination with brokers.
• Contracts & Services: Centralized calendar for contracts, recurring services, auto-renewals, and cancellation dates.
• Office Management:
  • Oversee the day-to-day activities of the office. This includes opening and closing the office as necessary, coordinating administrative tasks, ensuring employees have the resources they need, and making sure office procedures are followed.
  • May supervise receptionists, secretaries, maintenance personnel, and other support staff. Assign duties and responsibilities, preparing work schedules, monitoring performance, training new employees. Work collaboratively with Human Resources to address workplace issues. 
  • Ensure that necessary supplies and equipment are available (excluding IT equipment). Monitoring inventory levels, ordering stationery and other supplies, maintaining office equipment, arranging repairs and maintenance, preventing unnecessary waste and expenses. 
  • Manage relationship with document storage vendor. 
  • Serve as communication link between management, employees, customers, suppliers, and other stakeholders. Receive and distribute correspondence, draft notices related to maintenance, equipment, office space, and respond to related inquiries. 
  • Participate in preparing or monitoring office budgets. Process office related invoices. Record office expenses. 
  • Ensuring emergency procedures are available. 
  • In conjunction with Human Resources, coordinate fire and safety drills. 
  • Reporting workplace hazards. 
  • Ensuring the office is clean and properly maintained. 
  • Managing access to office facilities. 
  • Protecting confidential documents and information. 
  • Arrange maintenance for office equipment, furniture, lighting, security systems and cleaning services.
  • Manage office moves, restructuring office space, relocations, etc. 
  • Office manager may deal directly with vendors and suppliers. They compare prices, request quotations, place orders, and monitor deliveries. They may also negotiate service agreements and ensure suppliers provide goods and services according to agreed standards.
  • Manage confidential information: in the course of regular business the Office Manager may have access to sensitive organizational information. They must ensure that confidential information is properly protected. This includes employee information, financial documents, business correspondence, passwords, contracts, and management records. 
  • Provide management with reports related to: Office expenses, inventory and supplies, maintenance issues. 
  • Maintain office procedures, procurement records, files, and documentation.
  • Obtain and evaluate quotations from suppliers.
  • Develop and maintain a reliable supplier and vendor network.
  • Negotiate pricing, payment terms, delivery schedules, and service agreements.
  • Identify opportunities to reduce costs and improve procurement efficiency.
  • Coordinate with Finance and other departments to ensure invoices and payments are processed accurately and on time.
  • Ensure purchasing follows company rules and approval procedures.

   

  Procurement Management

  • Identify organizational purchasing needs. 
  • Develop procurement plans and budgets. 
  • Forecast future material and service requirements. 
  • Research and identify qualified suppliers. 
  • Evaluate suppliers based on price, quality, reliability, and capacity. 
  • Maintain a database of approved vendors. 
  • Negotiate prices, payment terms, delivery schedules, and contract conditions. 
  • Achieve cost savings while maintaining quality standards. 
  • Prepare and issue purchase orders. 
  • Monitor the procurement process from order placement to delivery. 
  • Ensure timely receipt of goods and services. 
  • Ensure suppliers comply with agreed terms and conditions. 
  • Handle contract renewals and amendments. 
  • Monitor supplier performance using key performance indicators (KPIs). 
  • Resolve supplier disputes and performance issues. 
  • Analyze spending patterns. 
  • Identify opportunities for cost reduction and process improvement. 
  • Ensure procurement activities remain within budget. 
  • Develop contingency plans for supply disruptions. 
  • Diversify suppliers to reduce dependency.