The Purchasing Administrator is responsible for the accurate and timely execution of all day-to-day procurement activities, ensuring materials and products are ordered, tracked, and delivered in line with business requirements. This role plays a critical part in maintaining product availability, stock accuracy, and supplier coordination, while ensuring all procurement, logistics, and customs data is correctly managed within company systems. The Purchasing Administrator supports the Procurement Manager by delivering high-quality operational execution across purchasing, inbound logistics coordination, and TSS (Trader Support Service) / customs processes, while proactively identifying risks and escalating issues. Reporting Line: Procurement Manager Key Responsibilities Purchasing Execution & Order Management Raise and manage purchase orders accurately and in a timely manner. Confirm and maintain: Supplier pricing Order quantities Delivery dates Ensure all purchasing aligns with: Agreed min/max stock levels Demand requirements Priorities set by the Procurement Manager Maintain accurate supplier price lists and product data. Ensure all purchasing activity is correctly recorded, auditable, and traceable. Supplier Coordination (Day-to-Day Operations) Act as the primary contact for routine supplier communication. Manage and follow up on: Order acknowledgements Delivery confirmations Order progress updates Ensure suppliers meet agreed delivery commitments. Resolve routine supplier issues promptly. Escalate delays, risks, or recurring issues to the Procurement Manager. Inbound Logistics Coordination (Execution) Coordinate all inbound shipments from supplier to SDG, including: Booking freight and transport Liaising with freight forwarders and hauliers Tracking shipments and deliveries Ensure shipments align with required delivery timelines. Update systems with accurate shipment status and delivery information. Flag delivery risks or delays immediately. Customs & TSS (Trader Support Service) Management Coordinate and execute all TSS and customs-related activities, including: Providing accurate data for customs declarations Liaising with TSS, customs agents, and freight forwarders Supporting completion of import/export documentation Ensure all shipment data is accurate, including: Commodity codes Product values Country of origin Monitor customs declarations and ensure timely clearance. Identify and escalate issues relating to: Delays at ports or borders Incorrect documentation Duty/VAT discrepancies Maintain accurate records of all customs documentation and transactions. Support compliance with UK/EU import regulations and internal procedures. Inventory & Stock Control (Execution Ownership) Monitor daily stock levels across all product ranges. Reorder stock in line with agreed min/max levels. Identify and report: Stock shortages / stock-out risks Overstock or slow-moving items Produce and distribute a daily stock-out report, highlighting: Risks Required actions Ensure stock data is consistently accurate and up to date. Data Accuracy & Systems Management Maintain accurate data across procurement systems, including: Pricing Lead times Supplier details Shipment and customs data Ensure all purchasing, logistics, and customs transactions are correctly recorded. Support high levels of data integrity for reporting and decision-making. Assist in improving system usage and data processes. Supplier Performance Support Track supplier performance metrics, including: Delivery performance Lead times Provide regular updates to the Procurement Manager. Support preparation for supplier reviews with accurate data. Follow up on agreed actions relating to performance issues. Issue Resolution & Escalation Resolve day-to-day operational issues, including: Delivery delays Quantity discrepancies Documentation errors Ensure minimal disruption to operations and sales. Escalate in a timely manner: High-impact supply risks Repeated supplier failures Customs or compliance issues Communication & Reporting Provide regular updates on: Shipment status Late orders Stock risks Customs/TSS issues Maintain clear, proactive communication with internal teams. Contribute to daily and weekly procurement reporting. Process Efficiency & Continuous Improvement Identify opportunities to improve: Purchasing processes Supplier coordination Logistics and customs workflows Support implementation of process improvements. Contribute to building a more efficient and reliable procurement function. Ways of Working The Purchasing Administrator is responsible for execution, coordination, and data accuracy across purchasing, logistics, and TSS processes. The Procurement Manager is responsible for strategy, supplier performance ownership, and commercial outcomes. The Purchasing Administrator is expected to: Be proactive Identify and flag risks early Maintain high levels of accuracy Ensure tasks are followed through to completion KPIs Purchase order accuracy On-time order placement Supplier delivery adherence (execution support) Stock availability and reduction in stock-outs Data accuracy across systems (pricing, orders, customs data) Timely and accurate TSS/customs processing Speed and quality of issue resolution Shipment tracking accuracy