Procurement Administrator Assistant

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