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.