Procurement Administrator

National Express Group PLC; United Kingdom; On-site; GBP 25,000 - 35,000; Full time

Job summary

National Express is seeking an experienced Procurement Administrator to join their team in Birmingham. This role involves managing the procurement process for IT hardware and software, ensuring cost-effective acquisition in line with budgetary constraints. Strong attention to detail and excellent communication skills are essential.

Benefits

Free Bus & Coach travel on the National Express network

Life Assurance

Company pension

Employee Assistance programme

Private online GP service

Qualifications

• Proven experience in procurement administration role, ideally in IT.
• Strong understanding of procurement processes and best practices.
• Proficiency in procurement software and ERP systems.

Responsibilities

• Manage end-to-end procurement process for IT hardware and services.
• Track and manage purchase orders (POs) ensuring timely delivery.
• Ensure compliance with procurement policies and internal controls.

Skills

Attention to Detail

Communication

Organizational Skills

Time Management

Interpersonal Skills

Knowledge of IT Hardware, Software, Licenses

Tools

Procurement Software

ERP Systems

Job description

Join us on the Journey

National Express are recruiting an experienced Procurement Administrator to join the team, based at Head Office in Birmingham. The successful candidate will will be responsible for managing the end-to-end procurement process for IT hardware, software, and services, ensuring efficient and cost-effective acquisition in alignment with our IT budget and established procurement policies. This role requires strong attention to detail, excellent communication skills, and the ability to proactively manage procurement activities.

What you'll do:

• Generation and processing of purchase orders (POs) accurately and in a timely manner
• Tracking and management of PO statuses, ensuring timely delivery of goods and services
• Maintain accurate records of all POs and related documentation
• Request and collection of invoices from suppliers
• Matching of invoices against POs and goods received notes (GRNs) to ensure accuracy
• Resolve discrepancies between invoices, POs, and GRNs
• Submit approved invoices for payment processing
• Receive and verify deliveries of IT hardware, software, licenses and services
• Generate and maintain accurate GRNs
• Ensure accurate inventory records are maintained
• Adhere to established procurement policies and procedures
• Ensure compliance with internal controls and audit requirements
• Identify and recommend improvements to the procurement process
• Proactively monitor and manage IT procurement activities within the allocated budget
• Provide regular updates on procurement spend against budget
• Assist in the preparation of procurement reports and forecasts
• Maintain effective communication and relationships with suppliers
• Assist in resolving supplier queries and issues
• Maintain organised and accurate procurement records
• Ensure all documentation is readily accessible and auditable
• Continuously improve the procurement process and ensure compliance with internal and external audit requirements
• Support supplier contract renewals, requesting renewal quotes from suppliers and maximising value from supplier agreements
• Support the Asset management process to ensure Assets are being managed, accounted for and optimised regularly
• Set up new suppliers and ensure existing suppliers are aligned to the correct entities within the organisation
• Book travel arrangements for the Technology team via the approved travel process and policy

What you'll need:

• Proven experience in a procurement administration role, preferably within an IT environment
• Strong understanding of procurement processes and best practices
• Proficiency in using procurement software and ERP systems
• Excellent attention to detail and accuracy
• Strong organisational and time management skills
• Excellent communication and interpersonal skills
• Knowledge of IT hardware, software, licenses and services

What we offer in return for your hard work and commitment

• Free Bus & Coach travel for yourself on the National Express network
• Complimentary coach travel for a Nominated Person or complimentary bus travel for a Spouse or Partner on the National Express network
• Life Assurance
• Company pension
• Employee Assistance programme
• Private online GP service

National Express is committed to creating an inclusive workplace that reflects the diverse communities we serve and we positively encourage applications from all sectors of the community.

We are a Disability Confident Committed employer and should you require any adjustments at any stage of the recruitment process please let us know.

We reserve the right to close this advert early if we receive a high volume of applications before the advertised closed date.

Things to Note

At National Express, we are really proud of our health and safety record and as a result, we operate a Drugs and Alcohol Policy which is applicable to all employees.

As part of your initial assessment, we will complete Drug and Alcohol testing and you may be subject to random tests during your employment.