FFE Procurement Manager London, England
Job description
Who We Are…
We are a collection of members' clubs, restaurants, hotels and cinemas, catering to those in the film, media, fashion and creative industries. The company has unique ventures throughout the UK, USA, Canada, Europe and Asia, with new openings planned globally. Soho House is a space for its diverse membership and teams to connect, grow, have fun and make an impact.
The Role…
To support the procurement team in the delivery of all FFE for both in house procurement and 3rd party procurement projects, on time and on budget, whilst maintaining Soho House brand standards
Main Duties…
Pre-Concept / Design Phase
- Provide support and assist the procurement team in completing outline programmes and budgets by providing up to date information from existing and new suppliers and industry news
- Collaborate with the in-house team to ascertain the timeline, budget, and milestones of the project
- Responsible for the compilation of the procurement budget and coordinating all documentation ensuring all document standards are met
- Produce the initial procurement schedule based on the review of layouts, renderings and specifications of the project (if applicable)
- Carry out existing supplier reviews and new supplier visits in order to provide list of approved suppliers for consideration on projects
Design Specification and Management
- Carry out reviews of interior design specifications based on industry knowledge and standards and brand standards for Soho House
- Research the relevant markets to identify alternative suppliers for consideration by the interior designers and operators
- Work with the external procurement agent to identify suppliers for each item (if applicable)
- Work with the interior design team to ensure the preamble and brand standards are up to date and reflective of design requirements
Quotation, Tender and Contract
- Develop and manage standard tender documentation to be used by the procurement team on in house projectsF
- Develop and manage standard pre-qualification processes and documents necessary to verify a supplier's ability to deliver the products being procured for in house projects
- Work with the procurement team and recommend a tender list for each category
- Obtain costs, lead times, T&C's etc. for proprietary items, fabrics etc and reserve items where possible
- Manage the 3rd party procurement agent, if applicable, to ensure compliance to all Soho House requirements for reporting and specific to the project
Procurement Phase (Manage below process if external procurement agent)
- Work with the procurement team to produce purchase orders and issue out with all relevant documentation
- Receive, approve and pass invoices for payment and log on procurement schedule
- Maintain accurate procurement and budget records and collate information for weekly review by procurement team
Logistics, Warehousing and Installation
- Review proposals by 3rd party procurement agent, if applicable for logistics, warehousing and installation. Agree and approve winning bid
- Diligently track and monitor all items purchased
- Liaise with appointed warehousing / installation team to ensure records are kept up to date with regards to timelines and whereabouts of all FFE
- Keep procurement schedule up to date with all information to allow for weekly reporting
Project Closeout
- Assist the procurement team by obtaining all necessary documentation for handover:
- Copy purchase orders
- ID specification books
- Tagged layout plans
- FFE tracker / Schedule
- FR certificates
- Warranties
- Cleaning instructions
- Suppliers contact details
- Attic stock list (if applicable)
- Inventory list (if applicable under lease)
Requirements / Qualifications...
- A professional, results-oriented person with creative problem-solving skills, and the ability to multi-task, and have great attention to detail; numbers-oriented mindset
- Highly organised and thorough work style with emphasis on time management
- Effective oral and written communication skills and ability to represent the company and project team in a professional manner
- Strong PC skills with proficiency in Microsoft Office, in particular Excel
- Good organizational and planning skills and the ability to work on own initiative whilst being a team player
- 1-3 years hospitality procurement experience, FF&E and OS&E
- Task Management – Proactive vs. Reactive
Benefits…
Soho House offers competitive compensation packages that feature global benefits and perks. Whether you're seeking entry-level employment or a new opportunity to expand your profession, we offer training to develop the technical and managerial skills necessary to grow your career.
- Discounts at Soho House globally, as well as Soho Home and Cowshed
- Every House Membership
- Enhanced Pension Scheme
- Private Health and Dental Care
- Cycle to Work Scheme/Season Ticket Loan
- In conjunction with Soho Impact, take 2 days paid a year to support a charity of your choice.
- Cookhouse & House Tonic: Our Cookhouse & House Tonic programmes offer unique food and drink trainings, events and opportunities to inspire and educate.
- Team Events: From fitness sessions to cinema screenings and art classes, each month we hold a series of fun events which you can sign up to.
Opportunities for all…
Soho House was created to bring diverse communities of people together, and we take the same approach when building our teams. We thrive on differences and believe it is critical to our success as a global company. Soho House is proud to be an equal opportunity workplace that seeks to recruit, develop and retain the most talented people from a variety of backgrounds, perspectives, and skills. We therefore encourage applications from all genders, races, religions, ages and sexual orientations, as well as parents, veterans, people living with disabilities, and any other groups that could bring diverse perspectives to our business.
