Job Title:                                            Purchasing Administrator Full-Time

Reporting to:                                     Purchasing Manager

Functional Relationships:               Purchasing Manager; Buyer; EBP Directors; EBP Divisional Managers; EBP Depot Managers; EBP Depot Staff; Accounts Payable; Purchase Ledger; Goods Inwards; Marketing; IT; Logistics; Operations.


Job Purpose:                                     To provide comprehensive administrative support to the Purchasing Department.


1.      Processing Requisitions in SAP from all other Departments in Xxxxxxxx PLC

2.      Filing on a weekly basis for the department.

3.      Developing and maintaining an “e filing system”, which electronically stores information on potential new suppliers by category.

4.      Managing Invoice Queries from Suppliers; liasing with other departments as appropriate; recording solutions on the query sheet.

5.      Registering and maintaining suppliers in SAP; processing new supplier application forms. Highlighting to the Category Manager non-compliances to Terms and Conditions which require further negotiation.

6.      Maintaining the approved supplier register.

7.      Setting up new part codes on SAP; using the Master Data Template and communicating to the business via email when new part codes are added.

8.      Changing Prices on SAP info records within guidelines

9.      Issuing letters to Suppliers as required.

10.  Producing Experion Reports as directed.

11.  Maintaining the Supplier Review Matrix

12.  Maintaining Departmental Records and reports as directed.

13.  Maintaining SAP Master Data for Suppliers MOQ and Lead-Time data.

14.  Recording samples into the dept.

15.  Providing cover for the Fleet Management Administrator as required.

16.  Undertake any other duties which may be reasonably held to be within the scope of the post-holder




Purchasing Administrator (full time)





Minimum 1-2 years administration experience

Experience of SAP

Skills & Abilities

Good IT skills


Excellent interpersonal/communication skills


Excellent organisational skills


Excellent time management skills


Ability to multi-task


Good document presentation skills


Good telephone manner


Works well under pressure









Microsoft Word


Microsoft Excel




Microsoft Outlook


Microsoft Project



GCSE Grade C Minimum Maths and English



5 GCSE’s Grade C and above



RSA Typewriting or Wordprocessing (or equivalent qualification)




Promotes a Professional Perception of the Department.








Team player


Maintains confidentiality


Working requirements



Working 5 days per week Monday – Friday