Department: Commercial Management
Reports To: Manager - Procurement
Directly Responsible For: No direct reports
Hours: 40
Fixed Term for 3 month period
Overall team / department purpose
- The Commercial team is responsible for the provision of a continuously improving commercial service to the Operations delivery teams, providing quantity surveying, procurement, materials management and fleet management services. This involves applying the principles of value for money and ensuring the effective
commercial management of projects to support the operational teams in the successful delivery of timely, high-quality, cost-effective repairs, maintenance and facilities management.
Key role priorities
- This role is responsible for co-ordinating procurement activity, undertaking PQQ exercises and providing administrative support to the Commercial Management Team so that they can effectively manage contracts and supply chain management.
- This includes the provision of support to ensure that all services delivered by the team are in line with Group requirements, procurement policies, financial regulations and quality control, whilst also adding value at every opportunity.
Key working relationships
- The role does not have any direct reports but is required to interact with the wider Livv Maintenance team as well as Assets, Finance and Health & Safety (SHE) on a regular basis.
- External to our business, the holder is required to interact with client/QS teams, suppliers, sub-contractors and specialist agencies/advisors as required.
Main duties & responsibilities
- Co-ordinate procurement activity across Livv Maintenance by monitoring completion of all tender actions in accordance with the tender timetable, ensuring documents are logged on systems and evidence is provided for completion of actions.
- Undertake PQQ exercises on behalf of the team and ensure all supporting documentation is filed and up to date.
- Provide administrative support to enable the Commercial team to deliver the effective management of contracts and its supply chain to meet the needs of our business.
- Complete the end-to-end accreditation approval process for all new supply chain requirements as approved by the relevant Director or Executive Director.
- Monitor and manage renewal of company accreditations in conjunction with the SHE team.
- Complete the annual and tri-annual review of all approved supply chain providers to ensure ongoing compliance with Group processes and that all necessary accreditations, certification and insurances are in place; update all systems to ensure compliance by all supply chain users.
- Develop, produce and issue reports that provide beneficial data to the operational teams on the use of the supply chain, based on both volume and expenditure.
- Assist in the delivery and commitment to Social Value through Sub Contractor Partners.
- Keep an accurate log of contracts and update and upload associated information onto the Portal.
- Administer documentary requirements to meet all Group accreditations.
- Organise and schedule programme and project meetings with various parties, including project Managers and others. Support preparation of meetings - taking minutes and ensuring distribution in a timely manner, including the tracking and monitoring of actions.
- Maintain team documentation and knowledge management across all project management systems and processes.
- Take minutes at meetings and capture decisions, actions and RAIDs and update systems accordingly.
- Liaise closely with the Health & Safety (SHE) team, particularly in respect of the requirements of the PQQ process.
- Provide general support to the Commercial Management team.
- Complete any other tasks as commensurate with the level and nature of the post as delegated by the role’s line manager.
Key measures of success
- Supply chain management database maintained and accessible to all supply chain users.
- Supply chain related documentation effectively maintained, evidencing compliance with all Group and regulatory requirements.
- Supporting documentation and processes maintained for ongoing and effective compliance with all relevant accreditations.
- Provision of accurate and timely data and information in relation to the portfolio.
- All administration associated with the post meticulously completed to ensure the most effective, efficient, timely and accurate recording of information for use by self and others.
- Project meeting minutes recorded and circulated in a timely manner and actions arising logged and monitored
- Any non-compliance escalated in a timely and appropriate manner.
Livving our values
Livv’s a place with opportunities to grow. We believe in empowering you to make a positive impact in your own unique way. Our values embody what matters to us and show what it means to be Livv, together:
Making a difference daily
We invest in our people, our customers and in the creation of a fairer society.
Positively open
We’re open to feedback at all times, as we strive to deliver a first-class customer experience.
Forging the right way
We’re creating an inspiring road which others will want to follow.
Together as one
Our teams work on another level of cohesiveness to enable us to deliver better outcomes.
Each one of us
- listens to our customers and makes their needs a priority
- is committed to equality, diversity and inclusivity
- takes a flexible approach and works where we’re needed
- follows health and safety guidelines to keep ourselves, colleagues, and customers safe
- helps reduce risks by proactively communicating any potential issues to our line managers
- protects sensitive information by safeguarding customer, colleague and third-party data
- is guided by our policies, procedures and social aims
- is dedicated to continual learning and taking ownership of our personal and professional development.
Person Specification
E - Essential criteria / D - Desirable criteria
Education & Qualifications
3-5 GCSES (Grade 4 or above) or equivalent relevant qualification/experience (E)
Relevant vocational or additional educational qualifications (D)
Experience
Working in an administration / customer services environment (E)
Dealing with enquiries, including resolving by telephone (E)
Microsoft Office applications (E)
Working as part of and providing support to a team (D)
Working in a team involved with Quantity Surveying and/or procurement related or broadly similar activities (D)
Working in a social housing / construction environment (D)
Working in or with a health and safety function and/or some health and safety process related training completed (D)
Skills, knowledge & ability
Ability to interact effectively with internal and external parties and to develop effective working relationships (E)
Strong verbal and written communication skills, including the ability to interact directly with senior stakeholders (E)
Ability to use appropriate IT systems, including inputting, extracting and presenting information (E)
An understanding of the issues and challenges faced by the social housing sector (D)
Excellent attention to detail and ability to proofread (E)
Ability to take minutes for meetings and to produce/update resulting action logs (E)
Personal characteristics
An organised approach to work, including prioritising work to meet tight deadlines under pressure and ability to manage a varied workload (E)
Adaptability and ability to operate within a challenging and technical environment (E)
Confidence to work with a range of internal and external contacts (E)
Willingness to be proactive in contributing to the continuous improvement of a high quality service (E)
Proven meticulous approach to completing administrative activities (D)
Other
A flexible approach to hours worked (E)
Able to travel independently to other locations (D)
Please click here for further details about our commitment to Equality, Diversity & Inclusion