Purchasing Administrator

Company Overview
GS Catering Equipment Ltd is a leading provider of commercial catering equipment solutions, delivering projects to clients across the UK. We work closely with our customers from design and specification through procurement, delivery and installation.

Job Summary
We are looking for an organised and proactive Purchasing Administrator to join our team. Working closely with our Purchasing and wider team, you will support the purchasing and delivery process for commercial catering equipment projects.

The role involves processing purchase orders, maintaining accurate purchasing records, liaising with suppliers, checking order acknowledgements, coordinating equipment deliveries and helping ensure equipment is available in line with project programmes. The role currently uses Eque2 and Sage Accounts, so previous experience with purchasing, accounting or ERP/business management systems would be beneficial, although experience of the exact systems is not essential.

Key Duties

• Process purchase orders accurately and maintain purchasing information within Eque2 and Sage Accounts.
• Check project design and quotation information prior to placing orders.
• Prepare and maintain account schedules and purchasing records for projects ensuring accuracy of information is maintained .
• Check supplier order acknowledgements against purchase orders and resolve discrepancies before dispatch.
• Liaise with suppliers regarding orders, availability, deliveries, damaged goods and missing or incorrect items.
• Work closely with Project Managers to coordinate equipment call-offs and deliveries in line with installation programmes.
• Keep project information updated to reflect variations, additions and omissions.
• Maintain stock information and assist with ensuring stock is available when required.
• Coordinate direct-to-site and warehouse deliveries, ensuring relevant delivery and access information is communicated.
• Assist with identifying opportunities for improved purchasing and supplier pricing.
• Maintain manufacturer discount and supplier information.
• Liaise with other GS Group departments and subcontractors when coordinating installations and deliveries.
• Maintain accurate electronic records and ensure purchasing documentation is stored correctly.

Skills & Experience

Essential

• Good organisational skills with strong attention to detail and accuracy.
• Confident communicating with suppliers, colleagues and customers.
• Excellent computer skills and confidence using business and Microsoft software.
• Ability to manage multiple tasks and work to deadlines.
• Ability to identify and resolve discrepancies or problems.
• A proactive approach and willingness to use initiative.
• Comfortable working as part of a team and communicating with people at different levels.

Desirable

• Previous purchasing, procurement or order-processing experience.
• Experience using Eque2, Sage Accounts or a similar ERP/purchasing system.
• Experience dealing directly with suppliers.
• Experience coordinating deliveries or project purchasing.
• Negotiation experience.
• Knowledge of commercial catering equipment or a similar project-based industry.

What We're Looking For
We're looking for someone who enjoys working with detail, is comfortable juggling different priorities and takes pride in getting things right. You'll need to communicate confidently with suppliers and colleagues and be proactive when resolving ordering or delivery issues.

This position is open to applicants looking for either part-time 25 hours worked over 5 days up to full-time 37.5 hours (Mon - Fri).

THIS VACANCY IS NOT OPEN TO AGENCIES.

Pay: Up to £25,350.00 per year

Benefits:

• Company pension
• On-site parking

Application question(s):

• What type of purchasing systems have you used?

Experience:

• Purchasing: 2 years (preferred)
• Office Administration: 2 years (preferred)
• Computer skills: 2 years (preferred)

Work authorisation:

• United Kingdom (preferred)

Work Location: In person