Project Administrator (Purchasing)

March; North East; On-site; GBP 25,000 - 36,000; Full time

Benefits offered by this job

Competitive salary

33 days annual leave

Enhanced pension contribution

Training & development

Wellbeing support

Career progression

Job summary

MARCH is seeking a Project Administrator (Purchasing) to join our team in Jarrow, Tyne and Wear. You will coordinate procurement of materials, raise POs, and work with Project Managers, suppliers, and Finance to maintain schedules and accurate project costs.

You will manage purchasing documentation, track deliveries, and ensure timely order fulfilment while upholding security and confidentiality requirements.

Qualifications

• Previous experience in purchasing, procurement, project support, or administrative roles.
• Experience raising and managing purchase orders.
• Strong organisational skills for multiple projects.
• Excellent attention to detail with invoice matching and cost reconciliation.
• Confident communicator with suppliers via phone and email.
• Good Microsoft Excel skills and ability to learn new systems.
• 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 in engineering, manufacturing, HVAC, M&E, construction, or related technical environments.
• Knowledge of project cost reporting and financial tracking.
• DBS check required prior to commencement.
• BPSS clearance required after commencement.
• SC clearance may be required for client projects.

Responsibilities

• Create and maintain procurement schedules for projects, identifying lead times and delivery dates.
• Monitor timelines and update procurement schedules as requirements change.
• Raise and manage purchase orders in WorkflowMax with correct project/cost code.
• Obtain supplier quotations, place orders, and record pricing and delivery commitments.
• Maintain purchasing documentation including quotes, POs, delivery notes, and amendments.
• Serve as primary day-to-day contact for suppliers and manage relationships.
• Track and expedite outstanding orders and escalate delays.
• Monitor supplier delivery performance.
• Match supplier invoices to POs and delivery records; liaise with Finance.
• Support monthly project cost reconciliation by tracking committed and invoiced costs.
• Assist with material cost forecasting and cash flow planning.
• Provide project managers with up-to-date cost/commitment information.
• Maintain records in WorkflowMax and Xero; support process improvements.
• Handle company/client information securely.
• Undertake other duties as required.

Skills

Purchasing experience

Purchase orders

Organisational skills

Attention to detail

Communication skills

Excel skills

Lead time awareness

UK work rights

WorkflowMax/Xero usage

ERP/job costing systems

Engineering/manufacturing experience

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.