Purchasing Administrator

Role Purpose

The Purchasing Administrator provides essential administrative and operational support to the Purchasing function. The role ensures the smooth processing of purchase orders, accurate maintenance of supplier and product data, and timely communication across internal teams and external suppliers. This position helps secure materials, components, and services required for turnkey electrical systems projects, supporting cost control, compliance, and on‑time project delivery.

Key Responsibilities

Purchase Order Administration

• Raise, process, and issue purchase orders accurately and in line with approved requisitions.

• Ensure orders reflect correct pricing, lead times, quantities, and agreed commercial terms.

• Monitor order confirmations and proactively chase missing or incorrect acknowledgements.

·         Maintain accurate records of open orders and support the expediting process where required.

Supplier & Data Management

·         Update and maintain supplier records, contact details, documentation, and pricing information.

·         Assist in obtaining supplier quotes, certificates, and compliance documentation (e.g., ISO certifications, product datasheets).

·         Support onboarding of new suppliers including collection of due‑diligence documents.

Logistics & Delivery Coordination

·         Track order deliveries and liaise with suppliers, couriers, and the warehouse/stores team to resolve delivery discrepancies.

·         Help manage returns, replacements, and credit notes in a timely manner.

·         Maintain delivery schedules and escalate risks of late delivery to the Purchasing Co‑ordinator.

Administrative & Reporting Tasks

·         Maintain organised digital and physical purchasing files.

·         Prepare routine purchasing reports, including spend summaries, order status updates, and supplier performance data.

·         Support stock level reviews and data input for inventory management systems.

·         Ensure all purchasing activity complies with internal controls, financial procedures, and audit requirements.

Internal Communication

·         Work with project managers, operations, production, and engineering teams to clarify requirements and ensure purchasing activity supports operational needs.

·         Communicate order updates, delays, and key supplier information to relevant stakeholders.

Skills, Knowledge & Experience

Essential

·         Strong administrative skills with excellent attention to detail and accuracy.

·         Experience in an office or administrative role (preferably within purchasing, supply chain, or operations).

·         Proficiency in Microsoft Office applications, particularly Excel, Outlook, and Word.

·         Ability to manage multiple tasks and prioritise effectively in a fast‑paced environment.

·         Strong communication and interpersonal skills.

Desirable

·         Experience in a manufacturing, engineering, or turnkey electrical systems business.

·         Familiarity with ERP/MRP or purchasing systems.

·         Basic understanding of procurement processes and supplier management.

Personal Attributes

·         Organised, methodical, and reliable.

·         Proactive approach to problem‑solving and task completion.

·         Team player with a positive and professional attitude.

·         Willingness to learn and develop within the Purchasing function.

Additional Information

Training will be provided on internal systems and purchasing procedures.

Opportunities for progression may include Buyer or Purchasing Assistant roles.