Procurement Administrator

Samsic UK; Coventry; On-site; GBP 25,000 - 35,000; Full time

Job summary

Join a forward-thinking company as a Procurement Administrator, where your organizational skills will shine. This newly created role is crucial for the growth of the Procurement team, ensuring smooth operations across various administrative tasks. You will manage supplier relationships, coordinate data collection, and support travel and vehicle administration. With a focus on compliance and data management, your contributions will help drive efficiency and effectiveness in procurement processes. If you thrive in a dynamic environment and are passionate about making a difference, this opportunity is perfect for you.

Qualifications

• Minimum 2 years in an administrative, procurement, or supplier-facing role.
• Knowledge of supplier vetting and contracts is advantageous.

Responsibilities

• Source products and services for niche requirements.
• Maintain Procurement Preferred Supplier list and documentation.
• Collect and file Key Performance Indicator and Spend reports.

Skills

Organisational Skills

Attention to Detail

Microsoft Excel

Communication Skills

Interpersonal Skills

Education

2+ years in administrative role

Experience in procurement

Tools

Microsoft Office

Job description

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 the Executive team.
6. 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).
7. 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.