Role Overview:
We are seeking a proactive and highly organised Procurement Administrator to join our Procurement team. This newly created role will be instrumental in the growth and development of the department, ensuring smooth operations across a range of administrative, data collection, and coordination tasks.
Key Responsibilities:
1. Procurement & Sourcing
- Source products and services for ad-hoc or niche requirements.
- Benchmark and approve pricing for preferred suppliers.
- Coordinate data collection for tenders.
- Undertake sourcing projects for smaller spend areas.
- Approve Amazon orders within company Procurement policy.
2. Supplier & Contract Management
- Maintain Procurement Preferred Supplier list and documentation.
- Coordinate the serving of notice to suppliers and the transition to preferred suppliers.
- Approve new supplier onboarding requests and file associated documentation.
- Issue and ensure the completion of Pre-Qualification Questionnaires.
- Request, file, and manage supplier contracts onto the company’s contract database.
- Respond to Procurement FAQs regarding suppliers, contracts, and process.
3. Data Management & Reporting
- Collect and file Key Performance Indicator and Spend reports from all preferred suppliers.
- Collate supplier performance feedback for use in Quarterly Business Reviews.
- Collate data for annual insurance renewals and distribute updated certificates across the business.
4. Vehicle Administration
- Provide support to the wider business on Vehicle suppliers, e.g. Kinto, Fuel Card Services
- Issue and cancel fuel cards; monitor fuel usage data and ensure accuracy.
- Coordinate hire vehicle requirements and update records weekly.
- Add and manage vehicles in toll/tag systems.
- Approve vehicle repairs within policy limits.
- Issue fleet insurance certificates to drivers.
5. Travel Administration
- Provide support to the wider business on Travel suppliers e.g. Red Spotted Hanky, Premier Inn, RingGo, Pay to Park
- Manage travel bookings for Executive team
5. ESG & Compliance
- Coordinate and collect responses for annual supplier questionnaires (e.g. Modern Slavery, Diversity, ESG).
- Collect and submit data for EcoVadis assessments (utilities, equipment, fuel, janitorial, stationery).
6. General Administrative Support
- Liaise with head office suppliers for minor repairs and maintenance.
- Arrange catering/lunches for Executive meetings.
Key Skills & Attributes:
- Excellent organisational and administrative skills.
- Strong attention to detail and accuracy.
- Ability to work independently and manage multiple priorities.
- Excellent written and verbal communication.
- High proficiency in Microsoft Office (especially Excel and Outlook).
- Strong interpersonal skills to liaise with internal teams and external suppliers.
Qualifications & Experience:
- Minimum 2 years in an administrative, procurement, or supplier-facing role.
- Experience in facilities management or related sectors desirable.
- Knowledge of supplier vetting, contracts, and ESG reporting advantageous.