Stores & Facilities Supervisor

Combined Facilities Management; Castledawson; On-site; GBP 30,000 - 40,000; Full time

Job summary

A leading facilities management company in Northern Ireland seeks a skilled individual to oversee materials management and stores processes. You will ensure efficient stock control, liaise with procurement and finance, and maintain compliance for vehicles and equipment. The ideal candidate has experience in materials management within the construction industry and strong communication skills. The role offers an opportunity to be part of a dynamic team focusing on operational efficiency.

Qualifications

• Strong communication skills mandatory.
• Proficiency in Microsoft Office required.
• Experience managing materials in construction necessary.

Responsibilities

• Manage stock ordering and rotation for operational efficiency.
• Ensure compliance with vehicle and equipment maintenance.
• Conduct regular stock takes and reporting.

Skills

Good written & verbal communication skills

Analytical & problem-solving skills

Customer Service Standard

Ability to foster a team ethic

Education

Previous experience in a Materials Management or Stores role

Valid UK Driver’s Licence

IT Skills & knowledge of Microsoft applications

Experience in the Construction Industry

Tools

Forklift License

Telehandler Licence

Job description

Overview

Reporting To: Depot Manager / Operational Manager

Hours of Work: 7.30am – 5pm (Monday- Friday)

Role Overview: This role will be responsible for providing efficient and effective materials handling and stores process by controlling stock levels through company ICT Systems, to ensure timely, accurate management of all material transactions. The role involves liaising with the Procurement and Finance Departments to ensure adequate stocks levels are maintained and that all purchased items are competitively priced.

This role will also be responsible for the effective management, co-ordination, availability, compliance and maintenance of the area’s vehicles, plant and equipment, utilising reporting to ensure full compliance and good practice.

Success in the role is to contribute to ensuring all materials, plant and equipment are available and on time for all contract works in line with client KPI requirements and internal targets. Strong & transparent communication with Operations Managers, Supervisors, Project Managers and CFM Trades Operatives is critical to achieving this.

Responsibilities

Key Activities / Responsibilities:

Stores & Material Management:

• Stock ordering, management and rotation; maintaining material items to ensure efficient stock levels in stores for required operations
• Sourcing and ordering of bespoke materials
• Taking delivery of all stock, ensuring accuracy of deliveries and delivery dockets and reporting all discrepancies and/or missing items and quality defects
• Provide materials specification advice, and ensure quality of materials ordered are fit for purpose and within client specification
• Evaluation and clarification of quotations, ensuring optimization of costs
• Collating purchase orders and delivery dockets ensuring timely sign off for payment process
• Daily material issuing to operatives and coding off system accordingly
• Goods receiving of all materials onto system accurately & timely
• Assist the finance team in the resolution of invoicing and accounting issues
• Weekly & Monthly stock takes & reconciliation; ensuring accurate and timely reporting to Procurement & Accounts team for commercial reporting
• Issue of company uniforms & PPE as required, including maintaining required stock
• Manage mandatory face fit mask testing and allocation
• Reducing the amount of “spot market” purchasing & assisting the strategic Procurement team with forecasting and prudent buying
• Operate and promote the company ‘clean as you go’ policy using 5S lean principles to ensure a healthy, safe & well organized working environment, both in the internal stores areas, depot yards and company vehicles
• Maintain fuel records, utilising data from the vehicle tracking system to assist and advise of any overuse or questionable activity
• Maintain required fuel and oil levels across depots to support operations
• Participate in departmental weekly huddles, reporting on materials issues and communicating with the operational teams to ensure projects are kept on target in line with client KPIs
• Material Return procedure records to be managed and the system updated, including requesting of credit notes where required keeping accounts team fully informed
• Management of all waste & scrap within the depot in compliance with CFM procedures and environmental regulations
• Hazardous waste notification and disposal
• Assist with toolbox talks regarding housekeeping, waste etc.
• Management of materials WhatsApp groups, ensuring they are used and utilised fully and correctly for materials being ordered in advance and prepared for collection
• Maintain strong working relationship with material suppliers, ensuring we are achieving value for money and liaising regularly for updates to ensure OTDIF (On Time Delivery in Full). They will be fully responsible for chasing overdue materials and flagging associated risks to key stakeholders
• Fully responsible for implementation, roll out and weekly management and replenishment of company van stocks
• Act as “Lean Champions” for your depot, driving lean and continuous improvement culture

Plant, Equipment & Vehicles:

• Manage Company assets for plants, tools and equipment via company asset register
• Responsible for the management, maintenance, and repairs of your depot's fleet/vehicles
• Management of VAN-TASTIC, ensuring compliance with programme set out, including follow up remedials
• Manage all legal compliance with regards to the vehicles and drivers ensuring vehicles on the road are serviced, taxed, and have MOT up to date.
• Ensuring that Company vehicles are maintained, and safely operated to reduce accidents and enhance the Company brand.
• Maintain the booking schedule for all vehicles to ensure required servicing is completed on company owned heavy plant
• Manage the reporting of all vehicle defects and any defects highlighted are rectified at the earliest opportunity.

• Managing maintenance of company plant, tools & equipment; maintaining the plant asset register through robust operational discipline

• Periodic inspection of plant, tools and equipment for insurance and maintenance purposes

• Planning of annual inspections including PAT testing, plant statutory inspections in line with robust and agreed PPM programme
• Ensuring appropriate levels of plant and equipment is available to deliver operations
• Sourcing and purchasing of plant, equipment and tools where required

General Duties

• To perform the job in accordance with the company’s policies and procedures, especially the Equal Opportunities and Dignity at Work Policy.
• To perform any other duties as may be reasonably required to ensure successful delivery of all ongoing works and contracts within the CFM workstream
• Maintain upkeep, tidiness and running order of stores and yard areas
• Maintaining and updating relevant Leader Standard work as required and specified for this job role
• Responsible for line management of Stores/Yard Operatives and other relevant team members

Education / Experience

Essential

• Good written & verbal communication skills
• A valid UK Driver’s Licence
• IT Skills & knowledge of Microsoft applications (Outlook, Word, Excel, SharePoint)
• Previous experience in a Materials Management or Stores role
• Experience in the Construction Industry

Preferred

• Previous experience in working on NIHE contracts
• Forklift License
• Telehandler Licence

Skills/Competencies

• Excellent communicator
• Influencing, negotiation and interpersonal communication
• Customer Service Standard
• Analytical & problem-solving skills
• Ability to foster a team ethic with colleagues
• Ability to keep track of multiple tasks or projects & manage their own time effectively