Office Furniture - Managing a Public Sector Framework Order

Record the framework reference, procuring authority, and relevant lot against a new lead. Confirm approval status on the framework lot before committing to the order.

Prepare the schedule of furniture against the client's brief. Confirm all items are within the framework lot scope and priced in accordance with the framework rate card.

Respond within the client's stated deadline, providing all required documentation in the format their procurement system requires. Record the submission date.

On order confirmation, place POs on manufacturers referencing the client's order number and framework agreement number. Confirm lead times and flag extended lead time items to the client immediately.

Track PO status against the required delivery window. Public sector delivery slots are often fixed - communicate any supplier delays as soon as they are identified, not after the slot is missed.

Confirm site access arrangements, H&S induction requirements, and any security clearance needed for the installation crew. Brief the team on site-specific rules before arrival.

Complete the installation and have the client representative sign the delivery note confirming completion. Record any snagging items at this stage with the client present.

Raise the invoice referencing the framework agreement number, the relevant lot, and the client's purchase order number. Submit through the client's invoicing portal if required by their procurement system.

The client's procurement team requested three different price breakdowns in different formats before we could get a purchase order confirmed.

The site had a six-week wait for a delivery access slot, and by the time we could get in, the manufacturer's lead time had changed and the window was missed.

The invoice was rejected because we had not quoted the correct framework reference number in the required field of the client's finance system.