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

 

PERSON SPECIFICATION

 

Purchasing Administrator (full time)

ATTRIBUTE

ESSENTIAL

DESIRABLE

Experience

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

 

Accuracy

 

 

 

 

 

Knowledge

Microsoft Word

 

Microsoft Excel

 

 

 

Microsoft Outlook

 

Microsoft Project

 

Education/Qualifications

GCSE Grade C Minimum Maths and English

 

 

5 GCSE’s Grade C and above

 

 

RSA Typewriting or Wordprocessing (or equivalent qualification)

Qualities

Reliable

 

Promotes a Professional Perception of the Department.

 

Pro-active

 

Enthusiastic

 

Flexible

 

Team player

 

Maintains confidentiality

 

Working requirements

Full-Time

 

Working 5 days per week Monday – Friday