Procurement Team Administrator

BAE Systems; England; On-site; GBP 40,000 - 60,000; Full time

Job summary

A leading defense and aerospace company in the UK is seeking a Procurement Team Administrator to provide comprehensive administrative support to the procurement function. You will manage diaries, arrange meetings and travel, and assist in organizing key site visits. This role requires excellent organizational skills and the ability to communicate effectively with senior leaders. The position promises a dynamic work environment focused on strategic procurement objectives.

Benefits

Competitive pension scheme

Employee share plans

Flexible discounted health benefits

Green car scheme

Private health plans

Shopping discounts

Annual incentive eligibility

Qualifications

• Proven experience providing secretarial and administrative support at a senior level.
• Experience in managing diary and travel bookings for a large procurement function.
• Excellent written and oral communication skills.

Responsibilities

• Manage diaries and arrange meetings and travel across different time zones.
• Support the Procurement Director and team with comprehensive administrative tasks.
• Document preparation for meetings and manage email communications.

Skills

Secretarial and administrative support

Diary management

Travel booking

Excellent communication skills

Microsoft Office proficiency

Job description

Responsibilities

• Managing diaries and proactively arranging meetings and travel where priorities are constantly changing and across different time zones
• Arranging UK and overseas travel for all the procurement function, including flights, accommodation and rail, etc, adhering to company policy and maintaining cost effectiveness as well as processing and reconciling executive expense claims in Concur in line with company policy
• Helping to manage the Directors email accounts - filtering and acting on email content
• Managing small projects as directed by the Directors and documenting preparation (e.g. presentations, communications briefs, letters, meeting agendas, action logs).
• Assisting in scheduling and management and tracking of key actions from team meetings and co‑ordinating packs for regular meetings, scheduling pre‑meetings as required
• Supporting and organising site visits and on‑site events and liaising with internal and external personnel and visitors (booking conference rooms, providing reference, security clearance for visitors)
• Assisting on creating the Newsletter monthly, This is a pivotal role within the Procurement function, providing comprehensive administrative and organisational support to the Procurement Director and wider Procurement team. As Procurement Team Administrator, you will play a key part in ensuring the smooth day‑to‑day operation of the team, enabling them to focus on delivering strategic procurement objectives and value‑driven outcomes for the business.

Overview

Working closely with stakeholders across the business, you will help ensure procurement activities are well‑organised, deadlines are met, and information flows efficiently. This role is ideal for someone who enjoys supporting senior leaders, takes pride in being highly organised, and wants to contribute to the success of a professional, collaborative procurement team.

Why BAE Systems?

This is a place where you'll be able to make a real difference. You'll be part of an inclusive culture that values diversity of thought, rewards integrity and merit, and where you'll be empowered to fulfil your potential. We welcome people from all backgrounds and want to make sure that our recruitment processes are as inclusive as possible. If you have a disability or health condition (for example dyslexia, autism, an anxiety disorder etc.) that may affect your performance in certain assessment types, please speak to your recruiter about potential reasonable adjustments.

Qualifications

• Proven experience of providing secretarial and administrative support at Senior Level
• Experience of managing business administration processes, diary management and travel booking (all procurement travel booking 80–100 staff, good % of those will travel around the world) booking flights, hotels, transfers etc.
• Experience in doing expenses
• Excellent written and oral communication skills, as well as being able to exercise independent judgement in dealing correspondence, e‑mails, and meeting requests
• Proficient user of Microsoft Office applications including Word, Excel, PowerPoint, and Outlook/Teams
• Assisting with group related event

Security, Eligibility and Benefits

Please be aware that many roles at BAE Systems are subject to both security and export control restrictions. These restrictions mean that factors such as your nationality, any nationalities you may have previously held, and your place of birth can restrict the roles you are eligible to perform within the organisation. All applicants must as a minimum achieve Baseline Personnel Security Standard. Many roles also require higher levels of National Security Vetting where applicants must typically have 5 to 10 years of continuous residency in the UK depending on the vetting level required for the role, to allow for meaningful security vetting checks.
As well as a competitive pension scheme, BAE Systems also offers employee share plans, an extensive range of flexible discounted health, wellbeing and lifestyle benefits, including a green car scheme, private health plans and shopping discounts - you may also be eligible for an annual incentive.