Operations & Procurement Coordinator

Job Title: Operations & Procurement Coordinator: Department: Operations / Administration

Reports to: Operations Manager / Managing Director

Location: Hybrid

Role Overview

The role will involve coordinating import deliveries, managing stock and inventory levels, placing and monitoring purchase orders, arranging subcontracted services and transport, and providing general administrative support across the business.

A key part of the position will be identifying opportunities to reduce costs, improve efficiency and achieve savings through effective purchasing, supplier management and better coordination of resources.

You will be organised, proactive and confident dealing with suppliers, subcontractors, transport companies and internal teams. They will have excellent attention to detail and the ability to manage multiple priorities in a busy working environment.

Key Responsibilities

Import & Delivery Coordination

• · Coordinate and monitor incoming import deliveries from order through to receipt.

• · Liaise with suppliers, freight companies, hauliers and other relevant parties to ensure deliveries arrive on time.
• · Track shipments and resolve delivery issues, delays or discrepancies.
• · Check delivery documentation and ensure records are accurately maintained.
• · Coordinate the movement of goods between suppliers, warehouses, customers and sites where required.
• · Ensure any relevant import, delivery and transport paperwork is completed and filed correctly.

Inventory & Stock Control

• · Maintain accurate inventory records and monitor stock levels.

• · Carry out regular stock checks and investigate discrepancies.
• · Monitor stock usage and identify potential shortages or excess stock.
• · Coordinate stock replenishment and ensure purchasing is aligned with operational requirements.
• · Help improve stock-control procedures and minimise obsolete, excess or slow-moving stock.
• · Maintain accurate records of goods received, issued and held in stock.

Purchasing & Supplier Management

• · Raise and manage purchase orders for goods and services.

• · Source products and services from existing and new suppliers.
• · Obtain and compare quotations to ensure competitive pricing.
• · Negotiate prices, delivery terms and other purchasing conditions where appropriate.
• · Maintain positive working relationships with suppliers and subcontractors.
• · Monitor supplier performance, pricing and service levels.
• · Review purchasing requirements and identify opportunities for consolidation or improved buying terms.
• · Ensure purchases are made in line with agreed budgets and company procedures.

Subcontractor & Service Bookings

Coordinate and arrange subcontracted services as required, which may include:

• · Transport and haulage.
• · Air conditioning and HVAC services.
• · Installation and maintenance contractors.
• · Site services and specialist subcontractors.
• · Equipment hire.
• · Repairs and maintenance.
• · Other external services required by the business.

Responsibilities will include obtaining quotations, checking availability, arranging bookings, confirming dates and times, coordinating access and ensuring invoices correspond with the agreed work.

Cost Reduction & Savings

• · Proactively identify opportunities to reduce operating and purchasing costs.

• · Compare supplier pricing and seek competitive quotations.
• · Monitor recurring expenditure and identify areas where savings can be made.
• · Review purchasing patterns and supplier agreements.
• · Look for opportunities to reduce transport, delivery, stockholding and subcontractor costs.
• · Maintain a record of identified savings and cost-reduction initiatives.
• · Challenge unnecessary expenditure and seek more efficient ways of working.
• · Support management with purchasing and cost information when required.

General Administration

• · Provide general administrative support to the operations and management teams.

• · Maintain accurate records, spreadsheets, purchase orders and supplier information.
• · Process and check invoices against purchase orders and delivery records.
• · Assist with monthly reporting and expenditure analysis.
• · Maintain organised electronic and paper filing systems.
• · Assist with general office and operational administration.
• · Undertake other reasonable duties in support of the business.

Skills & Experience

Essential

• · Strong organisational and administrative skills.

• · Excellent attention to detail.
• · Experience in purchasing, procurement, logistics, stock control or a similar operational role.
• · Confident communicating with suppliers, subcontractors and service providers.
• · Good negotiation and commercial awareness.
• · Ability to manage multiple tasks and deadlines.
• · Strong IT skills, particularly Microsoft Excel and Microsoft Office.
• · Ability to maintain accurate records and work methodically.
• · Proactive approach to identifying problems and finding solutions.

Desirable

• · Experience coordinating import deliveries or international freight.

• · Experience working with transport companies or logistics providers.
• · Previous experience arranging subcontractors or contractors.
• · Experience with stock/inventory management systems.
• · Experience monitoring budgets, costs or supplier spend.
• · Knowledge of purchasing or procurement processes.

Personal Attributes

The ideal candidate will be · Organised – able to keep track of multiple orders, deliveries and bookings.

• · Commercially aware – naturally looks for better value and opportunities to save money.
• · Proactive – identifies issues and opportunities rather than waiting to be asked.
• · Methodical – takes care over records, orders, stock and documentation.
• · Confident – comfortable dealing with suppliers and negotiating prices and terms.
• · Reliable – follows tasks through to completion.
• · Practical – able to solve day-to-day operational problems quickly.
• · A good communicator – able to work effectively with colleagues, suppliers and subcontractors.

Key Objectives of the Role

The successful candidate will play an important role in ensuring that the business:

• · Receives goods and imports on time and at the best available cost.
• · Maintains accurate and efficient inventory control.
• · Purchases goods and services competitively and appropriately.
• · Has the right subcontractors and transport services booked when required.
• · Reduces unnecessary expenditure and actively identifies cost-saving opportunities.
• · Maintains accurate operational and purchasing records.
• · Has efficient, well-organised administrative processes.

This is a varied role suited to someone who enjoys taking ownership, keeping things organised and finding practical ways to improve how a business operates and reduce costs.