Centre delivery helpdesk

About the company

IWG has been at the forefront of the flexible workspace revolution for more than 30 years. We have made it possible for organisations and individuals everywhere to take a new approach to the traditional working day. We have over 3,400 locations across over 110 countries allowing millions of people every day to have a great day at work.

Our customers are start-ups, small and medium-sized enterprises, and large multinationals. With unique business goals, people and aspirations. They want workspaces and communities to match their needs. We provide them with choice through our portfolio of brands, covering serviced offices (Regus, Spaces, HQ, Signature and No18), commercial real estate brokerage and managed office solutions.

Join us at www.iwgplc.com

Job Purpose

The Fit-Out Services Central Ordering team is responsible for coordinating end to end process of launch package delivery. Whilst the centre delivery managers are based in specific countries based on centre openings, the Fit-Out Services Central Ordering team is a shared service function based on Manila, Philippines, which supports on end-to-end procurement for new openings. This role is specific to supporting centre delivery managers in the Middle East, APAC and Europe region.

Key Responsibilities:

• Responsible for planning and controlling central ordering activities per project, as well as coordinating between IWG and vendors in order to ensure the right goods or products are delivered in the right quantities, to the right customer, at the right time, and according to the right price.
• Process orders
• Approve purchase orders
• Control the budget
• Organize and confirm delivery of goods and services
• Resolve issues that come up (e.g. delays in delivery, accidents)
• Invoice as per process within agreed SLAs
• Review and approve vendor invoices within agreed SLAs and following agreed process
• Complete the final accounts alongside the finance team, to compare actual costs vs the budget using the final invoices received
• Analyze data from shipping and delivering processes to find bottlenecks and other issues 
• Collaborate with other departments
• Monitor vendors’ logistics to make sure they run smoothly 
• Work closely with all areas of the supply chain to ensure effective delivery
• Recognize the crucial parts that suppliers play in delivering business objectives
• Ensure vendors are effectively managed and reviewed
• Ensure that all IWG objectives, instructions, and directions are successfully achieved
• Ensure that all documentation is accurate and up-to-date
• Build and maintain long-term relationships with vendors and suppliers
• Prepare ordering reports as required

Experience / required skills:

• 3+ experience in vendor coordination / support role
• Complete working knowledge of MS Office
• Experience in SharePoint
• Fluent knowledge of the English language; knowledge of another language is considered a plus
• Kahua knowledge is considered as a plus
• Energy, courage and sharp thinking
• Self-starter
• Able to execute against a set process, policy and framework.
• Strong communication skills
• Excellent organizational and project management skills
• Attention to detail
• Creative problem-solving
• A strategic and analytical mind