Service Procurement Administrator

Confidential; Glasgow; On-site; GBP 23,000 - 29,000; Full time

Job summary

KB Refrigeration, based in Glasgow, is seeking a Service Procurement Administrator to coordinate procurement activities for service operations and manage purchase orders with suppliers and subcontractors. You will provide essential admin support to the Service team and ensure procurement controls are followed.

The role requires strong Excel skills, excellent organisational abilities and the ability to work both independently and as part of a team.

Qualifications

• Strong organisational skills and the ability to manage competing priorities effectively.
• Proficient in email, Microsoft Office and service management systems, with strong Excel skills.
• Attention to detail and a commitment to delivering high-quality work.
• Previous experience in an administrative, purchasing or procurement role.
• A good understanding of procurement processes, purchase orders and supplier management.
• Excellent communication skills and the confidence to liaise with colleagues, suppliers and subcontractors.
• The ability to work independently and collaboratively as part of a team.
• A practical, solution-focused approach to resolving queries and meeting deadlines.

Responsibilities

• Coordinate the procurement of materials for service operations.
• Source materials, raise purchase orders and ensure procurement procedures and controls are followed.
• Monitor outstanding purchase orders, track deliveries and obtain proof of delivery documentation.
• Liaise with suppliers to resolve invoice queries, delivery issues and discrepancies in a timely manner.
• Manage material returns, goods movements, stock adjustments and stock replenishment.
• Maintain accurate records relating to supplier accounts, subcontractors, bonded stock and free-issue stock.
• Ensure correct product coding is applied to support accurate reporting and financial analysis.
• Communicate effectively with engineers, suppliers, subcontractors, supervisors and management to support the completion of work within SLAs.
• Prepare and update progress reports and maintain information on client systems.
• Support client-specific procurement and accounting requirements, ensuring processes are followed accurately.
• Maintain appropriate records relating to F-Gas regulations, including the documentation and tracking of refrigerant movements.
• Ensure legislative and compliance documentation is accurately recorded, filed and maintained.
• Provide general administrative support, including scanning, document management and maintaining accurate procurement records.

Skills

Excel

Attention to detail

Organisational skills

Communication

Procurement knowledge

Time management

Tools

Service management systems

Job description

Service Procurement Administrator

Location: Hillington Park, Glasgow.

Salary: 25,992.32 per annum
Hours: 37.5 hours per week

About Us

KB Refrigeration is a leading provider of refrigeration, air conditioning and building services across the UK. With over five decades of industry experience, we specialise in the design, installation, commissioning, servicing and maintenance of commercial and industrial systems.

Based in Glasgow and working alongside our sister company, Carter Synergy, we pride ourselves on delivering high-quality, tailored solutions to our customers.

The Role

As a Service Procurement Administrator, you will be responsible for coordinating procurement activities, managing purchase orders, liaising with suppliers and subcontractors, and providing essential administrative support to our Service operations.

Key Responsibilities

• Coordinate the procurement of materials, equipment and services to support Service operations.
• Source materials, raise purchase orders and ensure all procurement procedures and controls are followed.
• Monitor outstanding purchase orders, track deliveries and obtain proof of delivery documentation.
• Liaise with suppliers to resolve invoice queries, delivery issues and discrepancies in a timely manner.
• Manage material returns, goods movements, stock adjustments and stock replenishment.
• Maintain accurate records relating to supplier accounts, subcontractors, bonded stock and free-issue stock.
• Ensure correct product coding is applied to support accurate reporting and financial analysis.
• Communicate effectively with engineers, suppliers, subcontractors, supervisors and management to support the completion of work within agreed service level agreements (SLAs).
• Prepare and update progress reports and maintain information on client systems.
• Support client-specific procurement and accounting requirements, ensuring processes are followed accurately.
• Maintain appropriate records relating to F-Gas regulations, including the documentation and tracking of refrigerant movements.
• Ensure legislative and compliance documentation is accurately recorded, filed and maintained.
• Provide general administrative support, including scanning, document management and maintaining accurate procurement records.

What We Are Looking For

We are looking for a motivated and reliable individual who can work efficiently in a busy, fast-paced environment while maintaining high standards of accuracy and organisation.

• Strong organisational skills and the ability to manage competing priorities effectively.
• Competence using email, Microsoft Office and service management systems, with particularly strong Excel skills.
• A proactive attitude, excellent attention to detail and a commitment to delivering high-quality work.
• Previous experience in an administrative, purchasing or procurement role.
• A good understanding of procurement processes, purchase orders and supplier management.
• Excellent communication skills and the confidence to liaise with colleagues, suppliers and subcontractors.
• The ability to work independently and collaboratively as part of a team.
• A practical, solution-focused approach to resolving queries and meeting deadlines.

Why Join KB Refrigeration?

At KB Refrigeration, you will become part of an experienced and supportive team within an established business operating across the UK.

You will have the opportunity to develop your skills, gain valuable industry experience and play an important role in supporting the successful delivery of our services.

If you feel you have the skills and experience to succeed in this role, we would love to hear from you!