Procurement Administrator

Roles and responsibilities

An Administrator in Procurement typically oversees the purchasing processes, manages suppliers, and ensures that the company obtains the necessary goods and services at the best prices and quality. Key skills for a Procurement Administrator include:

1. Procurement Knowledge

• Understanding of Procurement Process: Knowledge of the steps involved in sourcing, purchasing, and receiving goods and services.
• Supplier Management: Experience with selecting and negotiating with suppliers, ensuring contracts are fulfilled, and managing relationships.

2. Negotiation Skills

• Price Negotiation: Ability to negotiate favorable terms and pricing with vendors.
• Contract Negotiation: Understanding of how to negotiate contract terms, including delivery schedules, payment terms, and warranties.

3. Project Management

• Organization and Planning: Keeping track of procurement activities, such as deadlines, budgets, and orders, while ensuring that resources are allocated efficiently.
• Problem-Solving: Handling any procurement-related challenges such as supply shortages or contract issues.

4. Financial Acumen

• Budget Management: Understanding of budgeting and cost control, ensuring the procurement process stays within the allocated budget.
• Cost Analysis: Ability to analyze costs and find ways to reduce spending or optimize procurement efficiency.

5. Attention to Detail

• Accuracy in Orders: Ensuring all orders and contracts are complete and accurate, avoiding mistakes that could lead to delays or financial losses.
• Document Management: Maintaining precise records of contracts, purchase orders, and vendor communications.

6. Communication Skills

• Internal Communication: Liaising with other departments (e.g., finance, legal, or operations) to ensure smooth procurement operations.
• External Communication: Building strong relationships with suppliers, handling inquiries, and resolving issues effectively.

7. Technology Skills

• Procurement Software: Proficiency in using procurement or ERP systems (e.g., SAP, Oracle, Ariba) to manage procurement processes.
• Excel/Spreadsheet Skills: Ability to use spreadsheets to manage orders, track inventory, and perform cost analysis.

8. Legal and Regulatory Knowledge

• Contract Law: Understanding the legal aspects of procurement contracts and agreements.
• Compliance: Familiarity with relevant laws, regulations, and company policies related to procurement and supply chain management.

9. Time Management

• Prioritization: Managing multiple tasks and deadlines efficiently, especially when dealing with high volumes of procurement requests.

10. Risk Management

• Supplier Risk Assessment: Identifying and mitigating risks in the supply chain, such as potential delays or quality issues.

Desired candidate profile

As the Administrator, Procurement, you will report into the Assistant Manager and Manager, Supply Chain Administration and ultimately be responsible for maintaining and executing the organization’s Supplier Relationship Management program across all suppliers to ensure that there is mitigation of risk in doing business with the pool of registered suppliers.

A vital part of this role will also include the day-to-day administration for the procurement team, keeping records up to date and working with Excel.

About You

The successful Administrator, Procurement candidate will have a passion to work in procurement, ideally have a minimum of 1-2 years’ experience within a procurement team, or experience within a similar role.

You must have strong organisational skills, attention to detail, knowledge of procurement regulations and compliance, strong communication and a be efficient in Excel and Word. Experience working with Coupa is also hugely advantageous.