Job Title: Purchasing Administrator
Reports To: Purchasing Manager
Job Summary
The Purchasing Administrator plays a key role in managing procurement processes to ensure the timely and cost-effective acquisition of materials and supplies. They support the purchasing team by maintaining records, coordinating with suppliers, and ensuring compliance with company policies and industry regulations.
Key Activities
- Prepare, review, and process purchase orders.
- Verify and process delivery dockets, addressing discrepancies and shortages with suppliers.
- Maintain accurate records of goods ordered and received.
- Schedule deliveries to ensure timely order fulfilment.
- Monitor the quality of procured items and resolve any issues as they arise.
- Stay informed about procurement trends and best practices.
- Generate system purchase orders and coordinate with relevant suppliers.
- Process invoices, ensuring accuracy against purchase orders for end-of-month payments.
- Address and resolve any discrepancies that arise.
Competencies
- Understanding of purchasing processes, supplier management, and procurement best practices.
- Ensuring accuracy in purchase orders, invoices, and supplier documentation.
- Ability to manage multiple orders, deadlines, and supplier communications efficiently.
- Strong verbal and written communication for coordinating with suppliers, internal teams, and stakeholders.
- Identifying and resolving procurement discrepancies, shortages, or delivery issues.
- Understanding budgets, cost control, and invoice processing.
- Experience with procurement software, ERP systems, and Microsoft Office (Excel, Word, Outlook).
- Familiarity with construction materials, supply chains, and industry regulations.
- Ability to prioritize tasks and meet deadlines in a fast-paced environment.
Education & Experience
- Relevant qualification in procurement, supply chain management, business administration, or a related field (preferred but not always required).
- Experience in purchasing, procurement, or administrative roles, preferably within the construction industry.
- Familiarity with procurement software, ERP systems, and Microsoft Office (Excel, Word, Outlook).
- Knowledge of construction materials and supply chain processes is an advantage.
- Strong understanding of financial processes, including invoice matching and cost control.
- Proven ability to manage supplier relationships and resolve procurement issues efficiently.
