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 ResponsibilitiesProcurement 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