Purchasing Administrator

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.