Manager – FF&E and OSE – Procurement & Contracts


COMPANY: Embassy Group
REPORTING MANAGER: General Manager – Contracts

Job Purpose:

  • Coordinate with Architect and consultants to determine Furniture, Fixtures & Equipment (FF&E) and Operating Supplies Equipment’s (OSE).
  • Identity and prequalify the vendors to comply to the design requirements and budget guidelines.
  • Identify, search and inspect used FF&E and OSE equipment fitting functionality, design and budget guidelines.
  • Draft contractual provisions based on strategy discussions, senior management input, and organizational needs and expectations and Responsible for review of all contracts and agreements.
  • Assist Tendering and procurement process for the selection of Contractors and suppliers leading to the shortlisting and appointment.
  • Participate in the FF&E / OS&E value engineering activities of the design / project teams and the Operator.
  • Participate in contract review meetings and ensure timely action in case of issues and ensure proper correspondences between all stakeholders across the projects.
  • Assist and coordinate the procurement team with local and international supplies.
  • Develop comparative analysis and put up for approval with recommendation.
  • Enter the contracts and proposals into organizational databases and securely maintained.
  • These contracts will be for large-scale, complex, professional services consulting engagements spread across multiple portfolios.
  • Prepare contractual performance of partners/vendors
  • Manage and track contractual compliances, Contribute to the Company’s tracking processes / system and monitoring for contract compliance.
  • Coordinate and collaborate with internal and external stakeholders regarding advanced planning, consolidation and reporting issues and solutions.
  • Responsible for developing a recommendation with regards engaging a specialist FF&E installation contractor or relying on the General contractor, considering the views of the Project Team and the Operator.
  • Responsible for the review of the Quality & Inspection Plan, based on design requirements and those of independent third-party inspectors.
  • Prepare related presentations/reports related to financial analysis taking into consideration actual performance, accounts payable trends and forecasts.
  • Work closely with teams to propose and support negotiation of contracts, change orders, with a primary focus on ensuring timely and appropriate adjustments to contract schedule, price or other terms as circumstances dictate.
  • Draft processes and procedures to aid in the monitoring and management of commercial terms contracts with good understanding of FF&E and OSE related works.
  • Organizing, managing, and documenting compliance with contract requirements.
  • Assist the Senior Manager in conducting monthly project audits and collating the points for compliance/findings.

Educational Requirements:

  • Bachelors degree in Engineering/Hotel Management, MBA/CPA preferred and/or membership of a Professional Body such as the RICS.
  • Key Skills, Experience and Background:

    • 8 to 10 years of Experience in reputed large development or consulting organization. 3 years of previous experience in similar roles.
    • Highly analytical, with strong technical and functional knowledge.
    • Excellent communication and Negotiation skills.
    • Excellent verbal and written communication and presentation skills.
    • Experience with integrated financial systems and Microsoft Office (Excel, PowerPoint, Word) programs. Very strong Excel charting and graphics skill set.
    • Knowledge of accounting systems and controls.
    • Should have sound knowledge of Commercial Management and analytical skills along with proven ability in budgeting/forecasting and financial analysis.
    • Purchasing knowledge and understanding of FF&E and OSE.

    Performance and personal competencies include:

    • Problem solving.
    • Attention to Details.
    • Critical Thinking and Analytical Skill.
    • Flexibility to manage situation.
    • Team working with data’s.
    • Influencing.
    • Communication.
    • Relationship Building.

    Personal Competencies:

    • Transparent, energetic with a strong work ethic, unquestioned integrity, and teamwork mentality.
    • Willing to improve current procedures to develop and enhance the mode of working to reach world class.
    • Confident and assertive, able to integrate and drive results through an existing local internal and vendor team.
    • Have strong analytical and process skills.
    • Work requires willingness to work a flexible schedule.
    • Hardworking, results-oriented, curious, and willing to take initiative.
    • Ability to prioritize and manage multiple tasks.
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