Procurement Administrator

Phoenix ME Ltd; Greater London; On-site; GBP 28,000 - 34,000; Full time

Job summary

Phoenix ME Ltd is seeking an organised procurement administrator to support invoicing, credit notes, stores coordination and reporting across site teams. You will manage mailboxes, process paperwork quickly and ensure accurate record keeping.

The role requires strong communication, numeric and attention to detail, with a focus on timely data processing and cross-team collaboration in a busy environment.

Qualifications

• Excellent communication and administrative skills.
• Strong numeric and analytical skills.
• Thorough with a good attention to detail.

Responsibilities

• Review and progress invoice queries within the timeframe.
• Review and progress credit notes.
• Maintain the Plant mailbox.
• Collect and process off hire and delivery paperwork within 48hrs of date requested.
• Maintain an on-site stores sheet organising drivers’ daily drops and inform relevant parties.
• Check delivery/collection notes for damage charges or missing serial numbers and update stores sheet.
• Chase outstanding collection/credit notes per buyer requirements.
• Review plant reports weekly and address any issues.
• Maintain an accurate plant allocation aligned with weekly supplier sheets.
• Notify the assistant M&E procurement manager of underperforming areas within the supply chain.
• Send weekly call off reports to site teams.
• Send weekly B/O reports to site teams.
• Issue monthly query reports to the supply chain.
• Produce a monthly PPE report.
• Provide weekly Luckins updates.
• Send out and collate evaluation forms quarterly or on request by a Manager.
• Ensure stores perform quarterly stock takes.
• Update the monthly credit card statement.
• Send internal stores sheet to site weekly.
• Ad hoc project tasks as defined by the Assistant M&E Procurement Manager.

Skills

Excellent communication

Administrative skills

Numerical & analytical skills

Tools

MS Office

Job description

KEY RESPONSIBILITIES

• Review and progress invoice queries within the timeframe.
• Review and progress credit notes.
• Maintain the Plant mailbox.
• Collect and process off hire and delivery paperwork within 48hrs of date requested.
• Maintain the Stores sheet organising drivers’ daily drops and keep all relevant parties informed.
• Check the Stores delivery / collection notes for damage charges or missing serial numbers and keep the internal stores sheet updated.
• Chase outstanding collection/credit notes in line with buyer requirements.
• Review plant reports weekly and chase and any issues.
• Maintain an accurate plant allocation in-line with weekly supplier sheets.
• Notify the assistant M&E procurement manager of any underperforming areas within the supply chain.
• Send weekly call off reports to site teams.
• Send weekly B/O reports to site teams.
• Issue query reports monthly to the supply chain.
• Produce a monthly PPE report.
• Provide weekly Luckins updates.
• Send out and collate all evaluation forms on a quarterly basis and/or when a Manager requests these.
• Ensure Stores are carrying out a stock take every 3 months.
• Update the credit card statement monthly.
• Send out an internal stores sheet to site weekly.
• Ad hoc project related tasks as agreed and defined by the Assistant M&E Procurement Manager.

PERSON SPECIFICATION

Excellent communication and administrative skills.

X

Strong numeric and analytical skills.

X

Thorough with a good attention to detail.