Procurement Manager

Overview

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.

Responsibilities Procurement & Supply Management

• Responsible and accountable for managing all procurement activities across projects, small works and service operations.
• Ensure all materials and equipment are sourced in line with specifications and operational requirements.
• Place orders efficiently, optimising cost, cash flow, and delivery performance.
• Process orders accurately, track delivery, and coordinate logistics.

Stores & Stock Control

• Manage and organise the Pafi stores function, maintaining accurate stock levels.
• Check incoming goods against delivery notes and purchase orders, ensuring correct receipt, storage, and allocation to jobs.
• Coordinate outgoing goods for engineers and site delivery.
• Conduct stock takes, spot checks, and inventory accuracy audits.
• Manage product returns, repairs, quarantine stock, and maintain a clean, compliant store environment.

Supplier & Supply Chain Management

• Manage supplier relationships and performance, including negotiating pricing, terms, and agreements.
• Conduct quarterly supplier reviews and maintain supplier prices on internal quoting software.
• Identify, communicate, and mitigate supply chain issues impacting delivery.
• Maintain a reliable and effective supplier base.

Commercial & Cost Control

• Ensure procurement supports margin delivery across projects, small works and service.
• Monitor material costs and identify cost saving opportunities.
• Ensure all orders comply with approved specifications and agreed pricing.
• Support Finance with accurate supplier invoices and payment approval.
• Maintain accurate records of all receipted stock and mismatches.
• Record and manage damaged, faulty, or missing equipment, documenting discrepancies.
• Ensure procurement aligns with budget and financial controls.

Planning & Coordination

• Coordinate procurement schedules in line with project programmes and service requirements.
• Ensure materials are available in line with delivery timelines.
• Liaise with Project, Small Works and Service Departments to coordinate deliveries.
• Report lead time issues and potential delays to relevant teams.
• Maintain minimum stock levels.

Process & Systems Control

• Ensure procurement and stock elements of internal systems are used effectively across departments.
• Maintain accurate records, documentation, and audit trails within internal systems.
• Monitor procurement and stock data to identify trends and improvements.
• Improve procurement, stock handling, and logistics processes.

Quality & Compliance

• Ensure compliance with company policies and procedures.
• Handle, store and control materials safely, including COSHH items.
• Maintain compliance with health & safety and audit requirements.

Team Leadership & Accountability

• Manage stores and procurement activities.
• Support training and development within the function.
• Ensure clear communication between procurement, stores, and operational teams.

Reporting & Escalation

• Provide monthly reporting to the Senior Management Team on procurement performance, stock levels, supplier performance and operational impact.
• Identify and Escalate potential supply issues to the Operations Director.

Performance Improvement

• Identify inefficiencies in procurement, stores and logistics.
• Implement improvements to cost, efficiency and stock control.
• Drive continuous improvement across procurement and supply chain operations.

Other

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

Typical Day

8:00 - 9:00 Planning & Prioritisation - review outstanding orders, deliveries, and stock levels, urgent material requirements, supply risks, communications.

9:00 - 11:00 Procurement & Ordering - place orders, confirm pricing, specifications, lead times, align with project and service needs, update internal systems.

11:00 - 12:30 Goods In & Stock Control - receive and check goods, allocate to jobs or inventory, record discrepancies, prepare outgoing materials.

1:30 - 3:30 Coordination & Supplier Management - liaise with Project, Small Works, Service teams, coordinate deliveries, resolve supply issues, engage suppliers.

3:30 - 5:00 Systems, Reporting & Control - update records, review stock and orders, support Finance with invoice validation, escalade risks, plan next day priorities.

Typical Week

Procurement & Supply Coordination - review all active orders and delivery schedules, ensure alignment, resolve delays.

Stores & Stock Management - carry out stock checks, maintain inventory accuracy, organise compliant stores, manage returns and discrepancies.

Supplier Management - engage suppliers, review performance, pricing, reliability, improve service delivery.

Commercial & Cost Control - monitor material spend, ensure pricing accuracy, support Finance with cost tracking.

Internal Coordination & Communication - align with Projects, Small Works and Service teams, update on deliveries, delays, stock availability.

Typical Month

Performance & Reporting Cycle - review procurement performance, stock accuracy, supplier performance, analyse spend trends, report to Senior Management.

Supplier & Commercial Review - conduct supplier performance reviews, assess pricing agreements, cost efficiencies, identify opportunities.

Stock & Inventory Management - conduct stock takes, review inventory levels, maintain minimum stock, reduce excess or slow moving stock.

Process & Operational Improvement - review processes, implement efficiency and control improvements, enhance system usage and data accuracy.

Planning & Forward Coordination - align procurement with upcoming projects, identify risks, support operational planning.

This role acts as the operational link between supply chain and delivery, ensuring procurement and stock control support programme delivery, margin protection, and service performance across the business.

Company Information

Pafi Ltd.

Registered in England No. GB VAT GB EORI GB

Registered Office: Robin Hill Farm, Mead Lane, Lower Basildon, Reading RG8 9NZ