Purchasing Administrator

Hays
Purchasing Administrator

The Purchasing Administrator is responsible for performing all purchasing tasks within area of responsibility, including coordinating relevant stakeholders on a local and regional level, planning, sourcing, optimisation, negotiation, supplier liaison and steering, as dictated by business requirements seeking the best quality, innovation, flexibility and total acquisition cost. The job holder will ensure a fully compliant processing of all low-value orders directed to their workflow by Regional Buyers. They will make use of the Coupa system to ensure efficient processing of orders in a timely manner and in-line with agreed KPIs.
Additional responsibilities will include general administrative support for regional areas including activities such as Catalogue Management and New Supplier Setup.Particular focus will be on supporting Italian-language speaking stakeholders, and so native-speaker level Italian-language skills is a critical requirement.
Key Responsibilities

1. Foster excellent collaboration with the regional purchasing network thanks to regular and relevant communication, best practice sharing as well as with central BCM purchasing departments.
2. Coupa Catalogue Management
3. New Supplier setup
4. Ensure that suppliers nominated are of the highest innovation, quality and flexibility standards, with the best value for money and comply with all processes, procedures, policies and guidelines. Systematically consider sustainability in the nomination process.
5. Analyse quotations and tenders, ensuring accuracy vs business requirements and key performance indicators.
6. Negotiate contractual terms and conditions with suppliers along with commercial rates, pricing, within a total cost of ownership approach, within the tender process and annual renegotiations (ARE) in line with policies, procedures and guidelines.
7. Achieve local, regional and global KPI’s.
8. Escalate any unresolved issues to the Purchasing Management, and/or General Manager as required.
9. Responsible for reviewing PRs and checking compliance with guidelines before converting to purchase orders.
10. Responsible for authorisation and issuing frame contracts and purchase orders; managing the purchasing process from supplier to end-user.
11. Regularly check and maintain the appropriate usage of Frame Contracts and Small Value Orders and take actions accordingly.
12. The buyer is responsible for managing the contract lifecycle, purchasing records and databases.
13. Promote the purchasing cycle by working with all aspects of the business, including developing and delivering training to business, developing training materials if needed.
14. Ensure all departmental templates and documentation are and up to date and referenced when necessary.
15. Run credit report for all new suppliers and manage ongoing financial risk with existing vendors.
16. Assume responsibility for all residual Day-to-day administration including developing and maintaining Purchasing Department’s filing and archiving systems.

Qualifications/Experience

1. Educated to GCSE/A-Level equivalent
2. Good interpersonal skills at all levels of management
3. Effective organisational and time management skills
4. Proactive with offering support and ability to react quickly
5. Able to use own initiative and work autonomously
6. Familiar with the key elements of Purchase Orders, Contracts and Tenders together with their associated processes
7. English and Italian language skills required
8. Other language skills beneficial (Spanish, German or French)

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