Purchasing Administrator Location: Slough Department: Purchasing Hours: 37.5 hours per week, 5 days per week Reports To: Logistics & Purchasing Manager
Overall Job Purpose To provide administrative support across the Purchasing function, ensuring accurate management of Purchase Orders (POs), supplier communications, and inbound stock. The role is responsible for maintaining ERP system data, liaising with suppliers, and assisting with stock control and reporting.
Key Responsibilities Oversee the end-to-end Purchase Order process from activation to delivery.
Liaise with suppliers to confirm POs, delivery dates, and resolve any discrepancies.
Maintain accurate records in EFACS (ERP system), including PO acknowledgements, inbound stock updates, and supplier information.
Manage the Purchasing email inbox as first-line filter.
Process supplier rejects, debits/credits, and coordinate closure of shortages or replacements.
Support the Finance team by preparing reports on outstanding supplier invoices and goods received not yet invoiced.
Assist with monthly or bi-monthly invoice processing to enable payment runs (BACS/cheque).
Collate and file supplier delivery information.
Support annual stocktake activities, including keying stocktake information into EFACS and assisting with reconciliation or recounts.
Maintain organized records, including annual archiving and new year system setup.
Provide backup support to colleagues during holidays or absences.
Learn and assist in checking stock levels to ensure small orders can be fulfilled.
Special Circumstances Primarily office-based
Occasional domestic travel in support of Purchasing activities
Qualifications Essential:
Good level of education
Previous experience in Supply Chain, Stock Management, Purchasing, or a Supplier-facing role
Desirable:
Previous experience in a similar role
Formal Purchasing or Supply Chain/Stock Management qualifications
Relevant systems qualifications
Experience & Knowledge Essential:
Proficiency in ERP or Stock Order Management systems (EFACS)
High numeracy, accuracy, and attention to detail
Ability to work independently after training
Good knowledge of Microsoft Excel and Word
Assertive and tenacious with suppliers
Desirable:
Experience in Purchasing, Stock Management, or Supply Chain
Electronic/manufacturing environment experience
Multi-regional supply knowledge
Advanced Excel (pivot tables) or SQL knowledge
Skills & Competencies Essential:
Strong organisational and time management skills
Excellent written and verbal communication skills
Problem-solving and data accuracy skills
Ability to work under pressure and meet deadlines
Collaborative and able to work within a small team
Exceptional attention to detail
Ability to prioritise and multitask
Desirable:
Highly organised, persistent, and thorough
Effective communicator and self-starter
Flexible skills and abilities
Acknowledge and process orders.
Special Circumstances:
Primarily office-based with occasional domestic and international travel in support of the sales team. Hours: 37.5 hours per week, 5 days per week
Salary: £28,000 - £30,000 per annum
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