Procurement & Admin Assistant

Puma Energy; Huelva; Presencial; EUR 25.000 - 38.000; Jornada completa

Descripción de la vacante

Impala Terminals Group seeks a Procurement & Administrative Assistant to support day-to-day procurement activities, supplier registration, and invoicing processes. You will coordinate with suppliers, maintain records, and back the Office & Facilities Manager.

The role requires 3–5 years in an administrative procurement/finance function, strong MS Office skills, and English proficiency with optional French/Spanish. Excellent organization and discretion are essential.

Formación

• 3–5 years+ in an administrative procurement function or finance-related role.
• Strong written and verbal communication; able to interact with people at all levels.
• Proficient in Microsoft Office 365 applications (Outlook, Word, Excel, PowerPoint, Teams).
• Languages: English (mandatory); French and Spanish can add value.

Responsabilidades

• Support supplier registration and maintain supplier records and databases.
• Request and analyse supplier quotations.
• Process delivery notes and verify received materials before system posting.
• Receive, store, and replenish materials and support the creation of new material records.
• Maintain warehouse records and reconcile Dynamics 365, ÚLTIMO, and physical stock.
• Process delivery notes for received services.
• Monitor the office management budget and related supplier costs.
• Support invoice and receipt processing and reconciliation in D365.
• Match invoices with receipts, POs, and delivery notes, ensuring accuracy of amounts and VAT.
• Maintain invoice documentation and records.
• Handle supplier queries regarding invoices and payments.
• Follow up on discrepancies, missing invoices, and other Finance-related matters.
• Provide support and back-up to the other Administrative Assistant and Office & Facilities Manager.

Conocimientos

Administrative skills

Procurement

Finance tasks

MS Office 365

English (mandatory)

French (value-added)

Spanish (value-added)

Dynamics 365

ÚLTIMO

Herramientas

Dynamics 365

ÚLTIMO

Descripción del empleo

Company Impala Terminals Group (“ITG”) facilitates the global trade of commodities by offering producers and consumers reliable and efficient access to international markets. Through its network of 30 strategically located assets and operations in 20 countries, Impala provides critical storage infrastructure services to energy and dry bulk customers around the world. The company manages two global businesses – Liquid and Dry Bulk storage - and is a joint venture between one of the world’s largest commodity trading houses, Trafigura, and the global fund manager, IFM Investors. ITG is a Joint-Ventures between Trafigura and IFM investment fund, owning and operating various assets such as ports, terminals and multimodal logistics assets chains in export driven emerging markets for both liquid and dry cargos. Main Purpose: The Procurement & Administrative Assistant provides day-to-day administrative support to the procurement team and helps ensure that procurement requests are handled efficiently and on time. The role involves coordinating with employees, suppliers and internal teams, following up on purchase requests, maintaining procurement records and supporting the day-to-day purchasing process. The role also works with other department when needed and provides general administrative support to the team.

Key Responsibilities

• Support supplier registration and maintain supplier records and databases.
• Request and analyse supplier quotations.
• Process delivery notes and verify received materials before system posting.
• Receive, store, and replenish materials and support the creation of new material records.
• Maintain warehouse records and reconcile Dynamics 365, ÚLTIMO, and physical stock.
• Process delivery notes for received services.
• Monitor the office management budget and related supplier costs.
• Support invoice and receipt processing and reconciliation in D365.
• Match invoices with receipts, POs, and delivery notes, ensuring accuracy of amounts and VAT.
• Maintain invoice documentation and records.
• Handle supplier queries regarding invoices and payments.
• Follow up on discrepancies, missing invoices, and other Finance-related matters.
• Provide support and back-up to the other Administrative Assistant and Office & Facilities Manager.

Knowledge, Skills and Abilities 3-5 years + in an administrative procurement function, finance task. Ability to prioritise, multitask, and manage competing demands Strong written and verbal communication; confident dealing with people at all levels Proficient in Microsoft Office 365 (Outlook, Word, Excel, PowerPoint, Teams) Problem-solving. Proactive and resourceful — able to resolve issues independently Discretion: Handles confidential information with professionalism and integrity Languages: English (mandatory)second languages that can add value (French and Spanish)

Key Relationships

Internal All Employees in the facility Local Senior Management / Leadership Team IT / Technology - Coordinates equipment setup, desk moves, access provisioning, and day-to-day tech support requests Health & Safety Representative: Ensures office compliance with H&S regulations, fire safety, and risk assessments External Building / Facilities Management & Landlord Office Suppliers & Stationery Vendors Cleaning & Maintenance Contractors Catering & Food & Beverage Suppliers Security Services Visitors, Clients & Guests

Equal Opportunity Employer

We are an Equal Opportunity Employer and take pride in a diverse workforce. We do not discriminate in recruitment, hiring, training, promotion or other employment practices for reasons of race, colour, religion, gender, sexual orientation, national origin, age, marital or veteran status, medical condition or handicap, disability, or any other legally protected status.

WHO WE ARE

At Impala, we store and handle the essential energies and resources that matter, helping global supply meet demand more effectively. We’re a leading global storage infrastructure operator that stores, handles and moves the essential resources people depend on.

WHAT WE DO

At Impala we provide reliable and sustainable end-to-end services to our global partners for the smooth supply of liquid energy and base metals that are critical to everyday life, through our portfolio of 30 terminals in 15 countries across Latin and Central America, Europe and UK, Africa and Australasia. We design, develop and operate key infrastructure and logistics assets across multiple modes of transport, from inland areas of production and consumption to our network of inland ports and deep-sea terminals. Our infrastructure platform serves as a one-stop-shop, allowing us to provide tailored and efficient services to store and move commodities for our customers, safely, securely and efficiently. Our experienced teams bring extensive knowledge and understanding of their local markets and operating environments; and we take pride in providing reliable, consistent and quality service at every stage of the value chain. To ensure the long-term sustainability of our business each of our assets is backed by one or more anchor customer; we also complement this with third party customers, and consider them all as partners with whom we look to build long-lasting relationships. Impala Terminals Group is a 50:50 joint venture between leading supplier of commodities Trafigura and IFM Investors, the global investment management firm. Outside the joint venture, Impala also manages a number of Trafigura-owned port logistics, storage and transportation assets, which support Trafigura’s activities and third‑party trade flows in the Americas, Europe, the Middle East and Africa. Visit our website to find out more about where we operate: https://www.impalaterminals.com/

HOW WE WORK Maintaining the highest operational, environmental, and safety standards is central to our business. So wherever operate, our 1,550-strong team is committed to conducting our activities in a manner that is safe and that protects our employees, the environment and the local communities. Our interests are long term, and securing a sustainable and responsible business is essential to providing the continuous excellence we strive for. Find our more about our commitments and performance in our Sustainability Report: https://www.impalaterminals.com/resource-centre/