Purpose of the role:
The Purchasing Administrator plays a key support role within the Purchasing department, ensuring the smooth and accurate processing of purchase orders and supplier data. The primary purpose of the role is to maintain data integrity across all purchasing activities within the ERP system, support the efficient flow of goods and services, and act as a central point of communication between suppliers, internal departments, and third-party logistics partners. The role is essential in ensuring that order information is accurate, deliveries are tracked proactively, and supplier performance and compliance records are kept up to date.
Scope & Relationships:
The Purchasing Administrator operates within the Purchasing department and works closely with the Sales, Warehouse, and Logistics teams on a daily basis. Externally, the role maintains regular contact with suppliers and third-party carriers to manage order confirmations, delivery progress, and certification requirements. The role spans the full purchase order lifecycle — from order confirmation through to delivery — as well as supporting broader departmental needs including consumable procurement, stock code management, and supplier compliance. The position requires a collaborative and communicative approach, acting as a reliable link between all relevant internal and external stakeholders.
Main Responsibilities & Accountabilities:
• Review and verify incoming purchase order confirmations from suppliers, ensuring all details (pricing, quantities, lead times, and delivery dates) are accurate and aligned with the original purchase order.
• Investigate and resolve any discrepancies or changes, communicating updates promptly to relevant suppliers and the Sales department.
• Maintain and update all purchase order information accurately within the ERP system.
• Monitor outgoing customer deliveries on a daily basis where third-party carriers are used, ensuring shipments are on track.
• Proactively track delayed or late deliveries, escalating issues as required and keeping the Sales department regularly informed of delivery status and progress.
• Raise purchase orders for consumables, services, and any additional requirements in support of the Purchasing department's operations.
• Create and maintain stock codes and part numbers within the ERP system, ensuring accuracy and consistency of records.
• Update and maintain all relevant purchasing data to support accurate reporting and stock management.
• Generate and manage supplier certificates, ensuring records are current and compliant with company requirements.
• Monitor and maintain supplier on-time delivery (OTD) performance data, tracking trends and updating records accordingly.
• Maintain up-to-date supplier certification records, liaising with suppliers to obtain renewals and documentation as required.
• Comply with all Health & Safety procedures and regulations of the Company.
Experience:
• Previous experience of working within a purchasing/buying or materials department is beneficial.
• Previous experience of using an ERP system.
• Strong administrative skills with excellent attention to detail.
Personal Profile:
• Strong organisational and time management skills, with the ability to adhere to tight deadlines, multitask and prioritise.
• Fast-paced and proactive.
• Self-motivated and energised with the ability to work unsupervised.
Benefits:
• 33 days annual leave inclusive of bank holidays, rising by 1 day after 20 years' service
• Additional birthday holiday
• Company pension contribution of 5% after completion of probation
• Life insurance x2 annual salary
• BUPA employee assistance program
• Shopping discounts with Perks at Work
• Discounted gym membership if based at Head Office
• Cycle to work scheme
• Specsavers eye care
