City Facilities Management Holdings Ltd
Helpdesk Parts Ordering Team Leader
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Job Title: Parts Ordering Team Leader
Location: Glasgow Head Office
Contract: Permanent
Working Pattern: 37.5 hours per week | 5 days over 7
Salary: £30,141.72 per annum + great company benefits.
Job Purpose
The Parts Ordering Team Leader is responsible for leading the day-to-day operation of Parts Ordering Team, ensuring the right parts are ordered, tracked and delivered at the right time.
The role will manage a small team, oversee supplier relationships, monitor inventory levels, coordinate the end-to-end ordering process and drive continuous improvement across stock control and parts management activities. Through effective planning, communication and performance management, the role will ensure downtime is minimised, service levels are achieved and costs are controlled.
Key Accountabilities
- Lead, coach and develop the Parts Ordering Team, setting daily priorities and workloads.
- Manage the end-to-end ordering process including raising purchase orders, chasing deliveries and resolving discrepancies.
- Ensure the efficient recovery, categorisation, storage and dispatch of parts and equipment.
- Build and maintain strong supplier relationships to ensure effective service delivery and supply continuity.
- Support supplier negotiations regarding lead times, pricing and performance improvements.
- Monitor stock levels and reorder points to avoid shortages and excessive stock holdings.
- Track team KPIs including order accuracy, turnaround times and backorders, providing regular management reporting.
- Maintain accurate records across stock management systems, ERP platforms and internal databases.
- Work closely with technicians, suppliers and internal departments to provide updates on order status, stock availability and delivery schedules.
- Ensure returned parts are appropriately reviewed and categorised for reuse, repair, replacement or recycling.
- Identify and implement process improvements to increase efficiency, accuracy and customer service levels.
- Ensure all activities are completed in accordance with company policies, procedures and Health & Safety requirements.
- To always represent the company in a professional and competent manner and develop a good working relationship with City and client colleagues.
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People Responsibilities
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- Lead, motivate and develop a Parts Ordering Team.
- Conduct regular coaching and performance conversations to support colleague development.
- Support recruitment, onboarding and training activities where required.
- Ensure colleague records, mandatory training and development requirements are maintained and up to date.
- Foster a positive and inclusive team culture focused on continuous improvement and collaboration.
Essential Knowledge, Skills and Abilities:
- Proven experience in parts management ordering, procurement or stock control.
- Previous Team Leader or supervisory experience.
- Confident using CAFM system and Microsoft Excel.
- Ability to manage multiple priorities and work effectively under pressure.
- Customer-focused approach with strong problem-solving skills.
- Experience building relationships with suppliers and internal stakeholders.
- Competent in Microsoft Office applications.
Desirable
- Experience of supplier management and performance monitoring.
- Experience of KPI reporting and operational analysis.
- Experience of leading process improvement initiatives.
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