Objectives:

Upon successful completion of this course, participants will be able to:

• Develop and implement a systematic, cost-effective inventory control system for office supplies.
• Master the complete procurement lifecycle, from requisition to payment and reconciliation.
• Effectively source, evaluate, and negotiate with vendors for office equipment and services.
• Manage service level agreements (SLAs) and vendor performance to ensure quality and compliance.
• Oversee and coordinate office facilities management and internal services (e.g., mail, printing).
• Implement cost-saving measures without compromising the quality of services or supplies.
• Utilize technology to automate ordering, inventory tracking, and vendor communication.
• Develop a contingency plan for managing critical supplies and services during an interruption.

Target Audience:

• Office Managers and Facilities Coordinators
• Administrative Assistants responsible for procurement and supplies
• Staff who manage vendor contracts and service agreements
• Anyone involved in inventory control and logistics for the workplace
• New administrative staff needing a framework for operational management
• Professionals seeking to reduce office overhead and increase efficiency

• Hands-on lab exercise: setting up a model inventory control system in a spreadsheet.
• Case studies on poor vendor management resulting in costly operational failures.
• Group activity: drafting an RFP and creating evaluation criteria for a new office service contract.
• Role-playing negotiations for securing better pricing and service level agreements (SLAs).
• Individual exercise: conducting an internal logistics audit to identify cost-saving measures.
• Discussions on best practices for facility management and coordinating with internal teams.
• Contingency planning workshop for a sudden office service disruption.

Unit 1: Strategic Inventory and Supply Management

• Establishing minimum/maximum stock levels and reorder points for key supplies.
• Implementing a "First In, First Out" (FIFO) system to manage perishable or dated items.
• Developing a centralized, auditable system for tracking inventory usage and costs.
• Utilizing spreadsheets or specialized software for real-time inventory monitoring.

• Transitioning from reactive spot buying to strategic bulk and contract purchasing.
• Developing clear specifications and quality standards for all purchased supplies.
• Implementing a formal internal requisition and approval process to control spending.
• Identifying opportunities for consolidating suppliers to maximize volume discounts.

Unit 2: Vendor Sourcing and Contract Negotiation

• Developing a standardized Request for Proposal (RFP) process for office services.
• Establishing criteria for evaluating vendors beyond cost (reliability, service quality, support).
• Conducting due diligence, reference checks, and financial stability reviews.
• Creating and managing a centralized database of preferred vendors and contacts.

• Mastering essential negotiation techniques to secure the best pricing and service terms.
• Understanding and managing Service Level Agreements (SLAs) and key performance indicators (KPIs).
• Reviewing and understanding key contract terms (renewal, termination, liability).
• Proactively managing contract renewal cycles and exploring competitive options.

Unit 3: Office Services and Facility Coordination

• Coordinating with building management or facility staff for maintenance and repairs.
• Overseeing office equipment maintenance, repair logs, and replacement schedules.
• Managing internal and external cleaning, security, and waste disposal services.
• Implementing office safety protocols and liaising with the Health & Safety team.

• Implementing an efficient, cost-effective mail and package handling system.
• Managing printing, copying, and digital document services and their associated costs.
• Coordinating internal moves, seating changes, and space planning projects.
• Ensuring seamless support for remote employees' office setup and supply needs.

Unit 4: Technology and Automation in Logistics

• Leveraging e-procurement platforms for automated ordering and approval workflows.
• Setting up automated alerts for low stock levels and contract expiration dates.
• Integrating inventory management with financial tracking and budget reporting.
• Utilizing vendor portals for self-service ordering, tracking, and invoicing.

• Conducting regular administrative expenditure audits to identify unnecessary spending.
• Implementing a process for measuring the actual consumption of key office supplies.
• Developing a business case for investing in technology that reduces long-term operational costs.
• Championing "green" or sustainable procurement practices for office supplies.

Unit 5: Risk Management and Contingency Planning

• Identifying potential single points of failure in the supply chain (e.g., reliance on one vendor).
• Assessing the risks of running out of mission-critical supplies or services.
• Developing backup plans and alternative vendors for essential logistics needs.
• Ensuring compliance with all environmental, safety, and regulatory requirements.

• Creating a step-by-step continuity plan for office services during emergencies (e.g., power outage, fire).
• Establishing a clear communication chain with vendors during service disruptions.
• Managing emergency procurement and rapid mobilization of temporary services.
• Reviewing and testing the logistics contingency plan annually.