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Procurement and Facilities manager

Blue Motor Finance
On-site
Sevenoaks, United Kingdom

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Overall purpose of the role 

A forward-thinking procurement professional is needed to be responsible for vendor and facilities management and related tasks. 

As this is a new role, the incoming manager is expected to make it their own and develop best-in-class systems and processes, to ensure delivery is performed to the highest standards. The position will sit within the Finance Function and have broad responsibility for supplier contract negotiation and compliance, corporate insurance, facilities management and fleet management for the group.

The role operates in a fast-paced FinTech environment and requires broad experience across procurement and operational facilities management. Excellent communication skills and attention to detail are essential. You will be a natural leader, able to manage multiple competing deadlines, with sufficient gravitas to operate effectively with the senior executive team and to negotiate with larger corporate suppliers.

In addition to the initial function and process set-up, there is likely to be a significant ad-hoc and project work component to the role.



Key responsibilities and accountabilities
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Vendor and Procurement Management 
  • Define clear and robust processes and procedures, to streamline and improve procurement 
  • Design and roll-out new tendering and onboarding methodologies. Set minimum quality standards for tendering and pricing
  • Research potential alternative suppliers to ensure current services are appropriate
  • Negotiate appropriate terms well in advance of the renewal date for contracts and support benchmarking of material vendors against industry standards 
  • Ensure KYC, data protection and required regulatory terms are in place for contracts
  • Work with the business to embed best practices for all supplier relationships
  • Maintain an up-to-date database for all vendor and supplier contracts
  • Aim to reduce expenditure using improved vendor management 
  • Assist with business cases and rollouts for new areas or suppliers
  • Aid in developing a right-first-time team culture; raising the bar and team standards continuously.
  • Support periodic and year-end audits
  • Maintain an up-to-date knowledge of best practice.

Insurance Oversight
  • Responsible for all corporate and fleet insurance policies and processes, including claims assistance and management
  • Ensure proper controls and review of insurance tendering and quotes obtained and obtain best value for money and aim to reduce costs where possible
  • Maintain good working relationship with the insurance brokers

Fleet Management
  • Oversee vehicle leasing program for the commercial team
  • Act as key point of contact between the lease company and commercial team for daily issues
  • Work on vehicle pricing and scheme administration to reduce costs and maximize benefit for Blue

Facilities Management
  • Support the office manager and ensure that the facilities run smoothly
  • Oversee leases for the head office and associated car parks and collaborations with the landlord
  • Improve the working environment within the head office
  • Champion improvements in relation to carbon reduction and efficient office environment operations 

Other components
  • Assist with system and process improvements, enhancements and standardizations. 
  • Lead all Environmental reporting - ESOS, SBT, Group GHG-reporting and related programs.
  • Provide ad-hoc support to the Finance team and business management
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Person specification
  • Experienced procurement professional with a detailed understanding of tendering processes
  • Good understanding of systems and controls, able to define and implement best-in-class procedures and drive efficiency and automation
  • Excellent verbal and written communication and interpersonal skills, able to establish effective working rapport and relationships at all levels
  • Highly adaptable and flexible. Able to work with competing deadlines and priorities, whilst delivering high-quality outputs
  • Excellent planning, time management and organisational skills.
  • Good team player and potential business leader, able to work with a large, varied team and provide support across the whole business
  • Self-starter working with initiative and minimal guidance
  • Demonstrates a sense of urgency, pro-activity and strong work ethic. Resilient and tenacious, with an enthusiastic ‘can-do’ attitude
  • Numerate, appreciates the importance of accuracy and attention to detail
  • Excellent MS Office skills
Compliance and regulation  
  • Develop and maintain a full understanding of the Company’s compliance requirements (including the Financial Conduct Authority’s Conduct Rules) and act in accordance with the standards, instructions in, and the spirit of those requirements.
  • Take responsibility for ensuring that personal data within your remit is handled lawfully, fairly, and in line with the company’s data protection policies and procedures. Collaborate with the Data Protection Officer to ensure compliance with data protection standards, guidelines, and principles, acting in a manner that upholds these requirements while supporting the DPO’s overall oversight responsibilities. 
  • For customer data, ensure it is processed securely and in accordance with data privacy obligations to protect the rights of individuals. 
  • For employee personal data, handle it with strict confidentiality and in compliance with employment and data protection legislation. 
  • Act to deliver good outcomes for our customers and understand how this requirement specifically applies to your role at Blue.

Additional requirements 
  • This document is neither contractual nor exhaustive and may be amended to meet the needs of the business. Where possible this will be done in consultation with the job holder.
  • From time to time, and within reason, you may be required to carry out tasks that fall outside of your position’s remit.
  • From time to time, and within reason, you may be required to work outside of your standard contracted hours.
  • As part of your on-going development, you may be required to undertake training in order to meet the requirements of your role.
  • This is a hybrid role split a minimum of 3 days office and up to 2 days remote, but this is subject to change.
  • Due to our remote location and lack of public transport it is suggested that you are a driver and are able to get to our offices in Sundridge, Sevenoaks.

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