Facilities Services Officer Job at Russel Smith
A career at Russel
Smith offers you growth
and a chance to make a
difference. Throughout
our history, we have continued to help our
employees realize their dreams, whilst creating
opportunities for them to fulfill their personal and
professional potential.
Location: Lekki,
Nigeria Date Posted:
25th July, 2014
Job Type: Full-
Time Job Code:
HRG-P-1020
Years of experience: 0-2yrs
Functional area:
FACILITIES & SERVICES
Description
** Reviews purchase orders for expediting
requirements, seeks solutions to technical
problems, reviews reports to clarify
misunderstandings, monitors client changes and
communicate to end users on delivery status.
** Weekly Reports- generate and provide data for
input into status reports on delays in supply,
impact on delivery schedule, tracking and
delivery logs. Generate and create reports
detailing work progress, costs, requisition issues
and inventory levels.
** Maintains proper file management of all
expediting documentation and communication in
the procurement file
** Advise the requisitioner on any proposed
change(s) to any part of the requisitioned
material (e.g. specifications etc)
** Vendor Management- Works with warehouse,
buyers and suppliers to correct deficiencies,
shortages, unacceptable substitutions and other
problems
** Monitor placed orders with vendors and
suppliers to be sure that the materials are
delivered in the specified amount of time.
** Maintain a record of the outstanding purchase
orders and contact vendors through telephone
calls, by email and in person.
** Act as liaison between the end user and
vendors with regards to relaying information
regarding delays in shipments and works to
resolve.
**Review work orders and other documents for
accuracy and compliance standards. Monitors
shipments to ensure that purchase order
information matches the shipment. Check
products and materials to see if they meet
quality standards and possess required features.
This includes the quantity and quality of
materials and resolves inconsistencies in the
order.
**Consulting- Before commencement of the
purchase order, meets with the requisitioning
unit/department in order to plan the time table
with regards to material requirements, deadlines
and budget for the project.
** Progress Status- Maintains contact with the
shipping or transportation company to prevent
delays in shipments and remains in frequent
contact with the vendor/ material suppliers to
ensure that delivery will be possible on the pre-
determined date.
** Problem Solving- have contingency plans
available for late deliveries or defective materials.
Be ready to solve other problems such as the
operation going over budget or the request for
additional and more materials than planned.
** Returns- At the conclusion of the project,
responsible for returning any unused materials to
the supplier when possible.
** Analyze requisition schedules and determine
which items should be sent first according to
completion and scheduled delivery dates.
** Responsible for distributing requisition and
shipment schedules, and meeting with
department supervisors/managers to discuss
progress and completion dates.
** Assist with data entry, maintaining and
entering purchase orders, maintaining and
compiling purchasing reports, and working with
accounts payable regarding supplier and vendor
invoices.
** Receives materials and data and coordinates
disbursement of said data or material to the end
user
** Handles all documentation related to
scheduling, maintenance, repairs, transportation
and shipment.
** Keeps a daily tracking system of procurement
and purchasing activities. Monitors records of
inventory, reordering supplies or materials when
necessary.
** Provides technical and administrative
assistance to the Facilities & Services
DEPARTMENT.
** Perform other duties as assigned or required.
Skills Required
** Atleast1-2 years of related work experience.
Previous experience in purchasing is an added
advantage
** Have a basic understanding of manufacturing
resource planning (MRP).
** Have knowledge of shipping processes as well
as quality assurance methods
** Ability to remain organized and on top of
scheduled shipments and production goals.
** Good verbal and written communication skills
for contact with suppliers during the expediting
process.
** Good team spirit and project management
skills
** Good administrative, relational and customer
service skills
** Good problem solving skills and initiative
** Strong quantitative skills such as statistics
and data analysis skills
** Good reasoning skills; communication skills;
multi-tasking skills and organizational skills
** Problem solving, data literacy and analytical
skills
** Good vendor management skills
** Knowledge of general principles and practices
of bargaining and purchasing.
** General knowledge of procurement supply
chain.
** Exhibits initiative, responsibility and flexibility
** Knowledge of purchasing processes and
inventory databases.
** Must have organizational skills to monitor a
number of orders from multiple vendors.
** Proficient in the use of Microsoft Office
Tools– ability to use the necessary databases
and software related to purchasing and shipping.
** Quality control—the individual demonstrates
accuracy and thoroughness and monitors own
work to ensure quality.
** Safety and security—the individual actively
promotes and personally observes safety and
security procedures, and uses equipment and
materials properly.
** Document Control – Reviewing and keeping
records of transaction of sale and purchase
goods and services
Educational Qualification
** A good university first degree is required in
business, accounting or a related discipline.
** Physical demands of the job
** Regular use of the telephone and e-mail for
communication is essential.
** Sitting for extended periods is common.
** Hearing, vision and speaking within normal
ranges is essential for normal conversations, to
receive ordinary information and to prepare or
inspect documents.
** No heavy lifting is expected.
** Exertion of up to 10 lbs. of force occasionally
may be required.
** Good manual dexterity for the use of common
office equipment such as computers, calculator,
copiers, and FAX machines.