Procurement of Office Supplies for Co-Working Spaces

Co-working spaces are essentially shared work-spaces. They offer affordable office space for those looking to escape the isolation of a home office or coffee shop.

These shared work-spaces offer a suite of office-like amenities such as hot-desks, private meeting rooms, kitchens, coffee and more. Often, they also offer a community. Occupants typically are freelancers, entrepreneurs, startups and small teams who want to take advantage of a flexible space. One of the advantages of these spaces is the ability to rent out only what you need vs an entire private office space.

When it comes to Co-working spaces, they rely on regional vendors and also had a set of 2-3 vendors who could do select multiple cities. These co-working spaces provider generally prefers to centralize their sourcing, it would help them regularize the purchases across locations which in turn help streamline products and experience across locations.

There are few challenges which are faced by the procurement companies while supplying a co-working spaces provider like these companies might have multiple locations within the same city, in turn, increases the frequency orders. Ensuring the procurement can maintain the product uniformity across locations. Addressing their regional preferences in certain products, Budget Control across locations and quality concerns are some of the key challenges.

To overcome these challenges, better planning and learning the clients purchasing pattern will help predict their orders and work accordingly in the back end. Quality concerns are dealt with by frequent visits from the Account Manager as well as the dedicated communication that procurement companies offer via Relationship Manager. Companies should curate their catalogues as such Users from a city only see and interact with products that concern them.

Kobster as an E-procurement provides critical insights into clients spend ( helping regulate the budget ). It provides order tracking and a dedicated relationship manager. Cloud storage of invoices and delivery receipts (easy access to supporting documents). Co-working spaces provider User places an order for their monthly consumables via Kobster Elite. Designated Approver approves the order. Kobster, process the order and delivers the order at the respective location. Kobster’s account manager visits the client monthly once to share key insights and collect customer feedback. Kobster also offers credit timeline for these companies to make payment.