Project Administrator (Purchasing)

March; Jarrow; On-site; GBP 22,000 - 28,000; Full time

Benefits offered by this job

33 days annual including Bank Holidays

Enhanced pension contribution

Ongoing internal training

Career development pathways

Wellbeing focussed employer

Job summary

MARCH is seeking a Project Administrator (Purchasing) in Jarrow to support project delivery through procurement coordination and timely purchasing. You will work closely with Project Managers, suppliers and the Finance Manager to maintain schedules, manage POs, and ensure accurate cost recording, with a focus on efficient supplier coordination.

The role emphasizes purchasing administration and timely delivery over negotiation, offering career development within a growing engineering-focused

Qualifications

• Experience coordinating procurement for projects.
• Experience raising and managing purchase orders.
• Strong organizational skills managing multiple projects.
• Excellent attention to detail with invoice matching/cost reconciliation.
• Able to build effective supplier relationships via phone and email.
• Good Microsoft Excel skills and learning new systems.
• Understanding of how lead times affect project delivery.

Responsibilities

• Create and maintain procurement schedules for projects with lead times and delivery dates.
• Monitor timelines and update procurement plans as requirements change.
• Raise and manage purchase orders in WorkflowMax with correct cost codes.
• Obtain supplier quotations, place orders, and record acknowledgements and delivery commitments.
• Maintain purchasing documentation: quotations, POs, delivery notes, amendments.
• Act as primary contact for suppliers and manage relationships.
• Track and expedite outstanding orders and suggest recovery actions when needed.
• Monitor supplier delivery performance.
• Match supplier invoices to POs and delivery records; resolve discrepancies with Finance.
• Support monthly project cost reconciliation and track committed/invoiced costs.
• Assist with material cost forecasting and cash flow planning.

Skills

Procurement coordination

Purchase order management

Multitasking

Attention to detail

Supplier relationship management

Excel proficiency

Communication via phone/email

Tools

WorkflowMax

Xero

ERP systems

Job description

Project Administrator (Purchasing)

Jarrow, Tyne and Wear

Expervent, part of the MARCH, is looking for an experienced and motivated Project Administrator (Purchasing) to join our growing team in Jarrow.

In this role, you will support the successful delivery of projects by coordinating the procurement of materials and equipment, ensuring orders are placed, tracked, and delivered in line with project requirements. Working closely with Project Managers, suppliers, and the Finance Manager, you will maintain procurement schedules, manage purchase orders, and help ensure project costs and commitments are accurately recorded. This position is focused on efficient supplier coordination, purchasing administration, and timely delivery rather than commercial negotiation.

Key Responsibilities:

• Create and maintain procurement schedules for projects, identifying lead times, order deadlines, and required delivery dates.
• Monitor project timelines and update procurement schedules as requirements change.
• Raise and manage purchase orders within WorkflowMax, ensuring correct project and cost code allocation.
• Obtain supplier quotations, place orders, and record acknowledgements, pricing, and delivery commitments.
• Maintain accurate purchasing documentation, including quotations, purchase orders, delivery notes, and order amendments.
• Act as the primary day-to-day contact for suppliers, building and maintaining strong working relationships.
• Proactively track and expedite outstanding orders, escalating any delays and recommending recovery actions where needed.
• Monitor and report supplier delivery performance.
• Match supplier invoices against purchase orders and delivery records, resolving discrepancies with the Finance Manager.
• Support monthly project cost reconciliation by tracking committed and invoiced costs.
• Assist with material cost forecasting and project cash flow planning.
• Provide Project Managers with up-to-date cost and commitment information.
• Maintain accurate records within WorkflowMax and Xero, supporting continuous improvement of purchasing processes.
• Handle company and client information in line with security and confidentiality requirements.
• Undertake any other reasonable duties consistent with the role.

Skills and Experiences:

• Previous experience in a purchasing, procurement, project support, or administrative role.
• Experience raising and managing purchase orders.
• Strong organisational skills with the ability to manage multiple projects and priorities simultaneously.
• Excellent attention to detail with experience in invoice matching and cost reconciliation.
• Confident communicator with the ability to build effective supplier relationships via telephone and email.
• Good Microsoft Excel skills and the ability to quickly learn new systems.
• An understanding of how material lead times impact project delivery.
• Right to live and work in the UK.
• Experience using WorkflowMax, Xero, or similar ERP/job costing systems.
• Experience within engineering, manufacturing, HVAC, M&E, construction, or a related technical environment.
• Knowledge of project cost reporting and financial tracking.
• Basic DBS check required prior to commencement.
• Baseline Personnel Security Standard (BPSS) clearance required after commencement.
• Security Check (SC) clearance may be required for some client projects, therefore candidates must be eligible and willing to undergo clearance if needed

What We Offer

• Competitive salary
• 33 days annual including Bank Holidays
• Enhanced pension contribution
• Ongoing internal training and clear career development pathways
• A supportive employer committed to employee Wellbeing
• Genuine opportunities for career progression within a growing business

About Us

We are MARCH. The leading provider of critical engineering services. Supporting the industries we all rely on to improve their infrastructure, process, and digital environments. We work together with our customers to maintain business continuity, optimise output, and drive new standards in productivity, reliability, and sustainability. We help deliver operational resilience, increased performance, and better environmental outcomes, across the board.

Why March?

Progress is People.

MARCH has ambitious plans and central to our future growth is attracting, developing and retaining the very best talent. Whether your role is onsite or office-based, engineering or support, we offer opportunities for all our people to develop their careers and maximise their potential. MARCH is committed to building teams that reflect a wide range of backgrounds, perspectives, and experiences. We believe diverse thinking strengthens engineering, and we welcome applications from all backgrounds. If you need any adjustments during the recruitment process, just let the team know.