Planning Executive

We are looking for a Planning Executive who will be responsible to support the FM planning team in managing the end-to-end lifecycle of operational sourcing activities and vendor transactions. This includes managing purchase requisitions (PRs), purchase orders (POs), vendor coordination, and ensuring accurate documentation and updates in ARIBA and SAP/CAFM systems. Check & analyse the operations flow data and plan the monthly operational requirements specially related to creating PR’s for specific services & materials. Manage a professional tracker for planning & managing the PR’s for fixed AMC services. Review the monthly expense data, analyse the data and give correct insights to the line manager. Create Purchase Requisitions (PRs) in SAP and ARIBA based on approved scopes, quotations and justifications received from FM Helpdesk and Operations teams. Coordinate with the GP team to ensure timely issuance of Purchase Orders (POs), prioritizing requirements based on operational urgency. Support in preparing and documenting approval notes for family properties and Ad-hoc facilities expenses as per the approved DoA. Collaborate with the finance team and ensure appropriate usage of expense codes and alignment with approved budgets before raising PRs. Liaise with vendors to provide updates on pending POs and facilitate timely initiation of work. Follow up with vendors for submission of service completion reports and required documentation to enable prompt PO closure. Coordinate with the Helpdesk and Operations team to confirm service delivery prior to initiating Goods Receipt Notes (GRNs) and Service Entries (SEs) in the system. Maintain and regularly update ARIBA, SAP system, and Smartsheet trackers with accurate data related to POs, GRNs, SEs, and payment status. Assist in invoice processing and Statement of Account (SOA) reconciliation for assigned vendors. Work closely with the Finance team to ensure timely release of vendor payments. Conduct regular follow-ups and meetings with assigned vendors to review open POs and payment status. Support in monthly Service Entry (SE) posting for Annual maintenance contracts (AMC) for various properties post confirmation from Operations team to ensure accurate and timely financial month end closing. Monitor and manage approval documentation for insurance-related expenses and ensure timely updates to the insurance expense tracker. Ensure all procurement and financial activities comply with internal policies and audit requirements. Support all system migration activities from SAP to ARIBA and ensure that FM vendor master database in system is consistently updated. Assist in preparing FM monthly reports, including vendor spend analysis, open PO-GRN and utility tracking dashboard. Bachelor’s degree in administration / commerce/ engineering field. 1-3 years job related experience. Supplier relationship management experience. Basic knowledge of SAP/CAFM/ARIBA systems and procedures.