Procurement Administration Assistant
Reporting To
The Procurement Administration Assistant will report to the Lead Buyer and Procurement Manager and will work closely with all departments across the business, as well as external suppliers and service providers.
Role Overview
The Procurement Administration Assistant plays a key role in supporting the smooth and efficient operation of the procurement function. Working collaboratively with internal departments and suppliers, the role is responsible for raising purchase orders, maintaining procurement records, supporting supplier administration, and ensuring purchasing processes are completed accurately and on time.
The successful candidate will help ensure continuity of supply by supporting the purchase of goods, materials, and services while considering quality, cost, and delivery requirements.
As part of the Employee Ownership culture, all employees are expected to contribute to the continued success of the business by demonstrating accountability, collaboration, and a commitment to delivering excellent customer service.
Employee Ownership Expectations
As a partner, you will share in both the responsibilities and rewards of ownership. Employees are expected to:
- Take responsibility for delivering exceptional customer experiences and contributing to business profitability
- Work collaboratively as part of a team, embracing the Core Values
- Take opportunities for personal development and continuous improvement
- Support a positive work-life balance and provide support to colleagues where needed
- Promote and actively support Employee Ownership and culture
Key Responsibilities
Procurement Administration
Raise purchase orders for low-value, repeat, and routine purchases
Process office supply orders and other day‑to‑day purchasing requirements
Maintain accurate procurement records, documentation, and filing systems
Support contract administration and document management activities
Assist with resolving invoice queries and liaising with suppliers where required
Ensure procurement systems, databases, and records are kept accurate and up to date
Supplier Administration
- Coordinate supplier onboarding and setup administration
- Manage supplier compliance documentation, records, and forms
- Maintain accurate supplier information and update records as necessary
- Liaise with suppliers regarding administrative queries and documentation requests
Data Entry & Administrative Support
- Carry out accurate data entry across procurement systems and spreadsheets
- Maintain purchasing records and supplier information
- Organise and update procurement files and documentation
- Provide general administrative support to the Procurement team
Team Support
- Provide day‑to‑day administrative support to the Procurement Manager and Buyers
- Support continuous improvement initiatives to streamline procurement processes
- Help maintain strong communication and collaboration with internal stakeholders
Key Performance Indicators (KPIs)
- Purchase Order accuracy
- Timely processing of purchase orders
- Accuracy and maintenance of procurement records
- Supplier documentation compliance
- Responsiveness to internal and supplier queries
Qualifications & Knowledge
- Previous administration experience, ideally within a procurement or manufacturing environment
- Understanding of purchasing processes within a manufacturing business
- Awareness and understanding of GDPR requirements
- Knowledge of procurement systems and procedures is advantageous
Skills & Experience
- Experience using MRP/ERP systems
- Strong organisational and time management skills
- Excellent attention to detail and accuracy
- Strong communication and interpersonal skills
- Proficient in Microsoft Office, particularly Excel
- Ability to manage multiple tasks and prioritise workload effectively
- Ability to work independently and as part of a team
Personal Attributes & Behaviours
- Customer-focused with a proactive approach
- Demonstrates Core Values and acts as a positive role model
- Collaborative problem solver with a team-oriented mindset
- Uses initiative and works proactively
- Organised, flexible, and adaptable
- Committed to Continuous Professional Development (CPD)
- Strong verbal and written communication skills
- High level of accuracy and attention to detail
- Professional, reliable, and approachable attitude
#J-18808-Ljbffr…