Procurement Manager

Job Description Form

Name: TBC

Job Title: Procurement Manager

Terms of Employment: Permanent, Full Time

Job Function: Service

Location: Pafi Ltd, Robin Hill Farm, Lower Basildon, Mead Lane, Reading RG8 9NZ

Manager: Operations Director, Sean Payne

General Role Description

The Procurement Manager is responsible for the effective procurement, storage, and supply of materials, equipment, and services across Projects, Installation, Small Works, and Service functions.

This role combines strategic procurement responsibility with operational control of stores and stock, ensuring materials are ordered, received, stored, and issued efficiently to support delivery.

The role is accountable for supplier performance, cost management, stock control, and ensuring materials are available in line with operational requirements while maintaining strong commercial discipline.

Working closely with Projects, Service, Finance, and Technical teams, the Procurement Manager ensures that supply chain and stock management activities support programme delivery, protect margins, and maintain quality standards.

This role is critical in ensuring procurement and stores operate in a controlled, efficient, and scalable manner, supporting the overall performance and profitability of Pafi Ltd.

Function

Duties & Responsibilities

Procurement & Supply Management

Responsible and accountable for managing all procurement activities across projects, small works and service operations

Responsible and accountable for ensuring all materials and equipment are sourced in line with specifications and operational requirements

Responsible and accountable for ensuring all orders are placed efficiently, optimising cost, cash flow, and delivery performance

Responsible and accountable for ensuring accurate order processing, tracking, and delivery coordination

Stores & Stock Control

Responsible and accountable for the management and organisation of the Pafi stores function

Responsible and accountable for maintaining accurate stock levels and effective inventory control aligned to operational requirements

Responsible and accountable for ensuring all incoming goods are checked against delivery notes and purchase orders

Responsible and accountable for ensuring goods are correctly receipted, stored, and allocated to stock or jobs

Responsible and accountable for preparing and coordinating outgoing goods for engineers and site delivery

Responsible and accountable for ensuring stock is available and in the correct location to support works

Responsible and accountable for managing stock takes, spot checks, and inventory accuracy

Responsible and accountable for managing product returns, repairs, and quarantine stock

Responsible and accountable for maintaining a clean, organised, and compliant store environment

Supplier & Supply Chain Management

Responsible for managing supplier relationships and performance

Responsible and accountable for negotiating pricing, terms, and agreements

Responsible and accountable for carrying out quarterly supplier reviews and maintaining supplier prices on internal quoting software.

Responsible and accountable for identifying , communicating and mitigating supply chain issues impacting delivery

Responsible and accountable for maintaining a reliable and effective supplier base

Commercial & Cost Control

Responsible and Accountable for ensuring procurement effectively supports margin delivery across projects , small works and service

Responsible and accountable for monitoring material costs and identifying cost-saving opportunities

Responsible and accountable for ensuring materials and equipment are ordered in line with approved specifications and agreed pricing, preventing incorrect items or costs being applied

Responsible and accountable for supporting Finance by ensuring all inbound supplier invoices are accurate and match the purchase order, agreed pricing, and goods receipted before payment is approved

• Responsible and accountable for maintaining accurate records of all receipted stock, including part deliveries, ensuring all items are correctly allocated to jobs within the job management system

• Responsible for recording and managing any damaged, faulty, or missing equipment, ensuring discrepancies are clearly documented and actioned

Responsible and accountable for ensuring procurement aligns with budget and financial controls

Planning & Coordination

Responsible and accountable for coordinating procurement schedules in line with project programmes and service requirements

Responsible and accountable for ensuring materials are available in line with delivery timelines

Responsible for liaising with the Project, Small Works and Service Departments to coordinate deliveries to engineers, sites, and service activities

Responsible and accountable for reporting to the Project, Small Works and Service teams regarding lead time issues and potential delays

Responsible and accountable for maintaining minimum stock levels

Process & Systems Control

Responsible for ensuring procurement and stock elements of internal systems are used effectively and consistently across all departments

Responsible and accountable for maintaining accurate records, documentation, and audit trails within internal systems in relation to stock and procurement

Responsible and accountable for monitoring procurement and stock data to identify trends and improvements

Responsible and accountable for improving procurement, stock handling, and logistics processes

Quality , Compliance & H&S

Responsible for ensuring compliance with company policies and procedures

Responsible for ensuring safe handling, storage, and control of materials including COSHH items

Responsible for maintaining compliance with health & safety and audit requirements

Team Leadership & Accountability

Responsible and accountable for managing stores and procurement activities

Responsible for supporting training and development within the function

Responsible for ensuring clear communication between procurement, stores, and operational teams

Reporting & Escalation

Responsible and accountable for providing monthly reporting to the Senior Management Team on procurement performance, stock levels, and supplier performance and their effect on operational impact

Responsible and accountable for identifying and escalating potential supply issues to the Operations Director

Performance Improvement

Responsible and accountable for identifying inefficiencies in procurement, stores, and logistics

Responsible and accountable for implementing improvements to cost, efficiency, and stock control

Responsible and accountable for driving continuous improvement across procurement and supply chain operations

Other

1. Carry out any other reasonable tasks as may be assigned by the Senior Management Team

Typical Day

No two days will be identical, but they tend to follow this rhythm:

8:00 - 9:00 Planning & Prioritisation
Review outstanding orders, deliveries, and stock levels
Check urgent material requirements across Projects, Small Works, and Service
Identify any supply risks, shortages, or delays
Review communications from suppliers and internal teams

9:00 - 11:00 Procurement & Ordering
Place orders for materials and equipment in line with requirements
Confirm pricing, specifications, and lead times with suppliers
Ensure all orders are aligned with project and service needs
Update internal systems with order and delivery information

11:00 - 12:30 Goods In & Stock Control
Receive and check incoming goods against purchase orders and delivery notes
Allocate stock to jobs or store inventory within the job management system
Identify and record any discrepancies, shortages, or faulty/damaged items
Prepare outgoing materials for engineers and site delivery

1:30 - 3:30 Coordination & Supplier Management
Liaise with Project, Small Works, and Service teams on material requirements
Coordinate deliveries to site and engineer locations
Resolve supply issues and manage lead time challenges
Engage with suppliers regarding performance, pricing, and availability

3:30 - 5:00 Systems, Reporting & Control
Update procurement and stock records within internal systems
Review stock levels and outstanding orders
Support Finance with invoice validation and queries
Escalate any risks or issues and plan next-day priorities

Typical Week

A weekly cycle usually forms around:

Procurement & Supply Coordination
Review all active orders and delivery schedules
Ensure alignment with project programmes and service demand
Resolve supply issues and manage delays

Stores & Stock Management
Carry out stock checks and maintain inventory accuracy
Ensure stores are organised, compliant, and operationally effective
Manage returns, faulty items, and stock discrepancies

Supplier Management
Engage with suppliers to review performance, pricing, and reliability
Address supplier issues and improve service delivery

Commercial & Cost Control
Monitor material spend and cost efficiency . click apply for full job details