Purchasing Administrator

Flavour Warehouse Ltd; Darwen; On-site; GBP 22,000 - 28,000; Full time

Job summary

Flavour Warehouse Ltd is seeking a Purchasing Administrator to support the Buying and Supply Chain teams with accurate supplier and product data throughout the lifecycle from setup to delisting.

You will manage supplier records, set up new suppliers and products, monitor costs and pricing, and generate reports to support decisions and website ranging. Strong administrative skills and attention to detail are essential.

Qualifications

• Experience in purchasing, buying administration or procurement support is desirable.
• Strong administrative and organisational skills for managing multiple suppliers and deadlines.
• Excellent attention to detail and a methodical approach to product data, pricing and promotions.
• Good numerical skills with understanding of cost, retail price and margins.

Responsibilities

• Manage all administrative tasks for allocated suppliers in line with agreements.
• Set up new suppliers and products accurately on relevant systems with required documentation.
• Maintain supplier records, contact details and trading information in the supplier database.
• Work with suppliers to obtain complete product information, including specifications, costs and recommended retail prices.
• Carry out competitor and market checks to support product setup and pricing decisions.
• Maintain and update product cost and retail pricing promptly, following authorised processes.
• Ensure product descriptions, attributes and images comply with company guidelines.
• Identify missing or inconsistent information and resolve issues with suppliers and internal teams.
• Provide daily and ad hoc reports to the Buying team and respond to queries with accurate product data.

Skills

Purchasing

Administrative skills

Attention to detail

Data management

Tools

ERP systems

PIM systems

E-commerce platforms

Finance systems

Job description

The Purchasing Administrator provides comprehensive administrative support to the Buying and Supply Chain teams, ensuring supplier, product, information is accurately set up and maintained. The role supports the full product lifecycle, from new supplier and product creation through to website ranging, promotional activity and delisting. The post holder will work closely with Buyers, Supply Chain, suppliers, Marketing, Finance, Customer Services and other stakeholders to maintain accurate data, deliver timely reporting and ensure buying activity is completed in line with agreed processes and company guidelines.

RESPONSIBILITIES AND DUTIES

• Manage all administrative tasks for allocated suppliers in line with agreements between the Buyer and supplier.
• Set up new suppliers and products accurately on relevant systems, ensuring required documentation and approvals are in place.
• Maintain supplier records, contact details, trading information and supporting documentation within the supplier database.
• Work with suppliers to obtain complete and accurate new line information, including product specifications, attributes, costs and recommended retail prices.
• Carry out competitor and market checks to support product setup, pricing reviews and buying decisions.

  Pricing, Cost & Product Data

• Maintain and update product cost and retail pricing promptly and accurately, following agreed authorisation processes.
• Develop a good understanding of cost price, retail price, margin and promotional funding to support accurate product setup.
• Check that product descriptions, attributes, images and supporting information are accurate and comply with company guidelines.
• Identify missing or inconsistent product information and work with suppliers and internal teams to resolve issues.

  Range Maintenance

• Work with Buyers and Supply Chain to ensure product lines are correctly organised and ranged across relevant websites and sales channels.
• Complete the daily ranging of new products and ensure approved lines are made available within agreed timescales.
• Delist obsolete, discontinued or duplicate products following confirmation from the Buyer and relevant stakeholders.
• Carry out routine checks to confirm product status, pricing and information remain accurate.

  Reporting & Cross-Functional Support

• Provide daily, weekly and ad hoc reports to the Buying team as requested, ensuring information is accurate and delivered on time.
• Respond promptly to Customer Services or call centre queries in conjunction with the Buyer, providing accurate product and supplier information.
• Liaise with Supply Chain, Marketing, Finance, Customer Services and other departments to resolve administrative and product-related queries.
• Provide cross-functional administrative support across all buying categories as business priorities require.
• Identify opportunities to improve data quality, administrative controls and buying processes.

QUALIFICATIONS, SKILLS & COMPETENCIES

• Previous experience in purchasing, buying administration, procurement support, product administration or a similar commercial role is desirable.
• Strong administrative and organisational skills, with the ability to manage multiple suppliers, products, deadlines and priorities.
• Excellent attention to detail and a methodical approach to product data, pricing, promotions and invoicing.
• Good numerical skills and an understanding of cost, retail price, margin and promotional funding.
• Proficient in Microsoft Excel, Outlook and other Microsoft Office applications.
• Experience using ERP, product information, e-commerce, supplier or finance systems is advantageous.
• Clear written and verbal communication skills, with confidence working with suppliers and internal stakeholders.
• Ability to produce accurate reports and respond promptly to ad hoc requests.
• Experience within retail, wholesale, FMCG, e-commerce or distribution is advantageous.

KEY COMPETENCIES

• Demonstrate professionalism and consistency in what you say and do in order to build trust.
• Take ownership of administrative tasks and follow actions through to accurate and timely completion.
• Maintain a high level of accuracy and attention to detail when managing product, supplier, pricing and promotional information.
• Prioritise effectively, manage deadlines and respond flexibly to changing business requirements.
• Build effective working relationships and communicate clearly with suppliers and cross-functional teams.
• Consider the financial, customer and operational impact of data, pricing and promotional decisions.
• Use initiative to identify discrepancies, resolve routine issues and elevate risks at the appropriate time.
• Support continuous improvement by recommending practical ways to strengthen controls, data quality and buying processes.