Procurement Administrator

Role Overview:

We are seeking a proactive and highly organised Procurement Administrator to join our Procurement team. This newly created role will be instrumental in the growth and development of the department, ensuring smooth operations across a range of administrative, data collection, and coordination tasks.

Key Responsibilities:

1. Procurement & Sourcing

- Source products and services for ad-hoc or niche requirements.

- Benchmark and approve pricing for preferred suppliers.

- Coordinate data collection for tenders.

- Undertake sourcing projects for smaller spend areas.

- Approve Amazon orders within company Procurement policy.

2. Supplier & Contract Management

- Maintain Procurement Preferred Supplier list and documentation.

- Coordinate the serving of notice to suppliers and the transition to preferred suppliers.

- Approve new supplier onboarding requests and file associated documentation.

- Issue and ensure the completion of Pre-Qualification Questionnaires.

- Request, file, and manage supplier contracts onto the company’s contract database.

- Respond to Procurement FAQs regarding suppliers, contracts, and process.

3. Data Management & Reporting

- Collect and file Key Performance Indicator and Spend reports from all preferred suppliers.

- Collate supplier performance feedback for use in Quarterly Business Reviews.

- Collate data for annual insurance renewals and distribute updated certificates across the business.

4. Vehicle Administration

- Provide support to the wider business on Vehicle suppliers, e.g. Kinto, Fuel Card Services

- Issue and cancel fuel cards; monitor fuel usage data and ensure accuracy.

- Coordinate hire vehicle requirements and update records weekly.

- Add and manage vehicles in toll/tag systems.

- Approve vehicle repairs within policy limits.

- Issue fleet insurance certificates to drivers.

5. Travel Administration

- Provide support to the wider business on Travel suppliers e.g. Red Spotted Hanky, Premier Inn, RingGo, Pay to Park

- Manage travel bookings for Executive team

5. ESG & Compliance

- Coordinate and collect responses for annual supplier questionnaires (e.g. Modern Slavery, Diversity, ESG).

- Collect and submit data for EcoVadis assessments (utilities, equipment, fuel, janitorial, stationery).

6. General Administrative Support

- Liaise with head office suppliers for minor repairs and maintenance.

- Arrange catering/lunches for Executive meetings.

Key Skills & Attributes:

- Excellent organisational and administrative skills.

- Strong attention to detail and accuracy.

- Ability to work independently and manage multiple priorities.

- Excellent written and verbal communication.

- High proficiency in Microsoft Office (especially Excel and Outlook).

- Strong interpersonal skills to liaise with internal teams and external suppliers.

Qualifications & Experience:

- Minimum 2 years in an administrative, procurement, or supplier-facing role.

- Experience in facilities management or related sectors desirable.

- Knowledge of supplier vetting, contracts, and ESG reporting advantageous.