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August 30 2015


'Vendor Management' - answer to good Property & Facilities Management

In today's Corporate scenario many of my fellow colleagues often get confused thinking what role is usually to be played by these to be the best easily fit into the organization. In my opinion inside the Facilities management discipline it ought to often be considered the above all skill required is 'Vendor Management'. You need to handle lots of vendors you start with the main Housekeeping & Facilities vendor providing cleaning and office upkeed services, Pantry vendor, Transport / logistics vendor, civil contractor for repairs and maintenance, electrical contractors for DG & HVAC maintenance, facade cleaning vendor, vendor for drinking water supply, vendor for office stationery items supply etc. etc. The essence of good vendor management is to get clear comprehension of the Scope of Work / SLA i.e. Service level agreement soon after purchasing Order (P.O.) or the Service order (S.O.) is disseminated by the Logistics Management Dept (SCM) or even the commercial dept.

If there is any anomaly or mistake in the SLA / SOW inside the P.O. or the S.O. it should be escalated immediately towards the SCM dept. before it gets accepted by the vendor as well as the contract is formalized. And also the vendor also need to be taken into confidence as well as the Facility Manager should again sit across the table using the vendor to mutually discuss the SLA. A number of my colleague sounds sceptical reading the information above -mentioned stating that here is the work with the SCM

However would disagree together and ask for these to be sensitive towards the vendor and treat him being a partner. Of course we all run for the job it relates to vendor also. Maybe inside the interest of getting the order from your Company the vendor has completely overlooked some clauses from the SLA that they / she may not be able to meet. Remember when the PO or SO is distributed the Commercial dept. is not going to go ahead and take onus on themselves - you and you only who may have to bear the burnt for your full FY / or the amount of the PO.

Next, if the suggestions above - mentioned are in place or sorted out be strict and adhere to the SOW and SLA - don't allow any deviation from your Scope of work or SLA; It is the art of vendor management to take out the very best services from your vendor. Regular monitoring of SLA and regular communication with all the vendor is paramount mantra to do this. Last but not the least make vendor payments promptly. Often be proactive to obtain the vendor payments cleared as soon as possible. Remember that a happy vendor will make your life hassle-free!

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