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.