We are seeking a proactive and highly organised Procurement Administrator to join our Procurement team. This newly created role will be instrumental in the growth and development of the department, ensuring smooth operations across a range of administrative, data collection, and coordination tasks.
Key Responsibilities:
1. Procurement & Sourcing
* Source products and services for ad-hoc or niche requirements.
* Benchmark and approve pricing for preferred suppliers.
* Coordinate data collection for tenders.
* Undertake sourcing projects for smaller spend areas.
* Approve Amazon orders within company Procurement policy.
* Maintain Procurement Preferred Supplier list and documentation.
* Coordinate the serving of notice to suppliers and the transition to preferred suppliers.
* Approve new supplier onboarding requests and file associated documentation.
* Issue and ensure the completion of Pre-Qualification Questionnaires.
* Request, file, and manage supplier contracts onto the company’s contract database.
* Respond to Procurement FAQs regarding suppliers, contracts, and process.
1. Data Management & Reporting
* Collect and file Key Performance Indicator and Spend reports from all preferred suppliers.
* Collate supplier performance feedback for use in Quarterly Business Reviews.
* Collate data for annual insurance renewals and distribute updated certificates across the business.
2. Vehicle Administration
* Provide support to the wider business on Vehicle suppliers, e.g., Kinto, Fuel Card Services.
* Issue and cancel fuel cards; monitor fuel usage data and ensure accuracy.
* Coordinate hire vehicle requirements and update records weekly.
* Add and manage vehicles in toll/tag systems.
* Approve vehicle repairs within policy limits.
* Issue fleet insurance certificates to drivers.
3. Travel Administration
* Provide support to the wider business on Travel suppliers, e.g., Red Spotted Hanky, Premier Inn, RingGo, Pay to Park.
* Manage travel bookings for the Executive team.
4. ESG & Compliance
* Coordinate and collect responses for annual supplier questionnaires (e.g., Modern Slavery, Diversity, ESG).
* Collect and submit data for EcoVadis assessments (utilities, equipment, fuel, janitorial, stationery).
5. General Administrative Support
* Liaise with head office suppliers for minor repairs and maintenance.
* Arrange catering/lunches for Executive meetings.
Key Skills & Attributes:
* Excellent organisational and administrative skills.
* Strong attention to detail and accuracy.
* Ability to work independently and manage multiple priorities.
* High proficiency in Microsoft Office (especially Excel and Outlook).
* Strong interpersonal skills to liaise with internal teams and external suppliers.
Qualifications & Experience:
* Minimum 2 years in an administrative, procurement, or supplier-facing role.
* Experience in facilities management or related sectors desirable.
* Knowledge of supplier vetting, contracts, and ESG reporting advantageous.
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