Vehicle Coordinator and Local Purchaser

I. VEHICLE COORDINATOR

Role & Responsibilities

• Responsible for managing vehicle fleet while supporting general facility operations, such as maintenance, security, monitoring vehicle inspections, key allocations, and movement logs.
• Ensures that both vehicles and physical office spaces are safe, functional, and compliant with regulations.
• Act as a central point of contact for driver logistics, vehicle maintenance, and vendor management. 
• Maintenance Coordination: Schedule preventative maintenance, routine inspections, and repairs for fleet vehicles, generators, and equipment.
• Compliance and Safety: Maintain vehicle compliance with regulatory standards Administer driver license checks, and track insurance documentation.
• Facilities Support: Coordinate office maintenance, such as HVAC repairs, lighting, security systems
• Administrative & Logistics: Manage company fuel cards, maintain vehicle databases, and process facility-related work orders.
• Vendor Management: Liaise with external vendors for vehicle repairs, facility maintenance, and supply ordering. 

Additional Required Knowledge and Skills

• Technical Knowledge: Familiarity with automotive mechanics, preventative maintenance, and vehicle tracking/telematics software.
• Facilities Management Basics: Understanding of building maintenance practices and health/safety regulations.
• Organizational Skills: Proficiency in managing multiple, competing priorities and tasks.
• Communication: Strong verbal and written skills for dealing with drivers, contractors, and management.
• Computer Skills: Experience with Microsoft Office

Qualifications and Experience

• Education: High school diploma or equivalent is required; an associate degree in business or facilities management is highly desirable.
• 2–4 years of experience in fleet management, facilities maintenance, or related field

Additional Required Knowledge and Skills

• Technical Knowledge: Familiarity with automotive mechanics, preventative maintenance, and vehicle tracking/telematics software.
• Facilities Management Basics: Understanding of building maintenance practices and health/safety regulations.
• Organizational Skills: Proficiency in managing multiple, competing priorities and tasks.
• Communication: Strong verbal and written skills for dealing with drivers, contractors, and management.
• Computer Skills: Experience with Microsoft Office

Qualifications and Experience

• Education: High school diploma or equivalent is required; an associate degree in business or facilities management is highly desirable.
• 2–4 years of experience in fleet management, facilities maintenance, or related field

II. LOCAL PURCHASER

1. Responsible for sourcing, negotiating, and procuring goods and services to ensure the smooth, uninterrupted operation of buildings and infrastructure. 
2. Link between suppliers, maintenance teams, and management, ensuring materials are available at the best price and quality. 

Core Job Responsibilities

• Supplier Sourcing and Vendor Management: 
• Identify, evaluate, and select reliable local suppliers for materials, equipment, and services.
• Maintaining a database of vendors, negotiating contracts, and fostering long-term, profitable relationships.
• Procurement Process & Purchasing

-           Review purchase requisitions for accuracy and compliance, then issue Purchase Orders (POs). This includes securing quotes, performing price comparisons, and buying consumables (janitorial supplies), HVAC parts, lighting, and plumbing materials.

• Inventory Control: Monitor inventory levels for maintenance, ensuring necessary parts are in stock, and initiating reorder actions when stock runs low.
• Negotiation & Cost Optimization: Negotiate contract terms, pricing, payment terms, and delivery schedules to achieve cost savings.
• Logistics & Delivery Coordination: Coordinate the delivery of goods to sites, track shipments, and expedite back-ordered items.
• Documentation & Reporting: Maintain accurate records of all purchases, invoices, and contracts. Prepare weekly or monthly reports on purchasing activities, spending, and cost-saving initiatives.
• Quality Control & Resolution: Inspect received materials to ensure they meet specifications. Address any issues regarding defective products, incorrect items, or delayed deliveries with suppliers.
• Emergency Procurement: Handle urgent, unplanned purchasing requests to prevent downtime in facilities operations. 

Key Skills and Qualifications

• Experience: Usually 1–3 years of purchasing experience, often in a facilities management, construction, or manufacturing environment.
• Negotiation: Proven ability to negotiate favorable terms and prices.
• Technical Knowledge: Understanding of facilities-related goods (HVAC, plumbing, janitorial, maintenance tools).
• Communication: Strong verbal and written communication skills to liaise with vendors and internal teams.
• Organization: Meticulous attention to detail for tracking orders and maintaining records.