Procurement Administrator

Job Role: Procurement Administrator

Function: Procurement

Job reports to: Head of Procurement

Location: Orsett (Head office)

Salary: Competitive (DOE)

Job Purpose:

The Procurement Administrator plays a vital support role within the procurement team, ensuring the smooth and efficient execution of purchasing activities. This role is responsible for managing procurement documentation, coordinating supplier interactions, and maintaining accurate records to support compliance with company policies and regulatory requirements. By facilitating effective communication between internal stakeholders and suppliers, the Procurement Administrator helps ensure timely delivery of goods and services, while contributing to risk management, including psychosocial risk considerations aligned with standards.

Key Responsibilities

1. Procurement Coordination

• Assist Buyers with sourcing goods and services in accordance with approved procurement processes and operational requirements.
• Prepare and process purchase orders, requisitions, and supplier documentation accurately and within required timeframes.
• Liaise with approved suppliers to obtain quotes, product specifications, and delivery information.
• Coordinate urgent procurement requests under the guidance of the Buyer or Procurement Manager.

2. Documentation and Record Keeping

• Maintain accurate and up-to-date procurement records. Plant reports, purchase orders, contracts, and supplier correspondence.
• Ensure procurement documentation is compliant with company procedures and audit requirements.
• Maintain procurement tracking systems, supplier databases, plant reports and filing systems.
• Assist with preparation of procurement reports, spend analysis, and procurement status updates.

3. Supplier Management Support

• Assist in managing supplier databases, including onboarding and performance tracking.
• Support supplier prequalification and due diligence processes, including collecting and verifying required documentation.
• Coordinate communication between procurement, suppliers, and internal stakeholders.

4. Compliance and Risk Management

• Ensure procurement activities comply with company policies, legal requirements, and industry standards.
• Assist in monitoring supplier compliance with contractual obligations, including health and safety standards.
• Support implementation of risk management measures related to procurement, including psychosocial risk considerations where applicable.

5. Stakeholder Collaboration

• Work closely with procurement team members, finance, legal, and operational departments to facilitate smooth procurement processes.
• Provide administrative support for procurement meetings, training, and audits.

6. Continuous Improvement

• Identify opportunities to streamline procurement processes and improve efficiency.
• Assist in implementing new procurement systems or tools as required.

Job Skills, Experience and Qualifications

Essential

• Experience of maintaining databases

• Strong organisation and prioritisation skills and the ability to work under pressure and to deadlines.

• Strong and confident communicator with ability to build effective relationships at all levels and with remote teams.

• High levels of data accuracy and attention to detail

• Have a high level of numeracy and IT skills

• Ideally have previous experience of working with purchasing and procurement systems. Any Purchasing qualifications will be an advantage, but they are not essential.

• Have strong organisational skills and attention to detail.

• Work well within a busy team.

• Have excellent time management skills.

• Role model for the Joseph Gallagher group’s behaviors and embed safety culture.

Desirable

• Knowledge and/or experience of working in a construction business environment
• Experience on Coins system

Company Background
The Joseph Gallagher Group is a family owned Civil Engineering business that delivers expertise whilst putting client satisfaction at the core of the business. Built on a personal reputation for honesty and quality, we understand the actions we take affect the communities and environments we operate in.

LIFE Culture
We're promoting a culture change within the industry and demonstrating initiatives to dramatically improve Health, Safety and Wellbeing. In 2014, we launched our award-winning cultural safety programme (LIFE) which is deeply embedded into the company’s DNA and core values.

Disability Confident Committed
We are a disability confident employer and we're committed to providing equal opportunities in employment. All individuals will be treated in a fair and equal manner and in accordance with the law regardless of gender, marital status, race, religion, colour, age, disability or sexual orientation.

Reasonable Adjustments
We want to make our recruitment processes accessible to everyone, so if there is any way that we can support you to enable you to be the best you can, please contact the HR team at [email protected].

For more information, please contact [email protected]