The Ivy Collection
Procurement Administrator
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Welcome to The Ivy Collection; we embody timeless elegance and vibrant hospitality in every guest experience. Our iconic restaurants, situated across the UK and beyond, are celebrated for exceptional food, outstanding service, and the creation of unforgettable moments.
We are looking for a Procurement Administrator at The Ivy Collection!
Purpose of the Role
The Procurement Administrator role exists to manage the administration function of the procurement team by:
- Supporting the development of best practice procurement in conjunction with the Heads of Procurement and wider team
- Managing the systems used by the Procurement team
- Monitoring pricing/price files and maintaining systems
- Contributing to the financial wellness of the wider business through implementation of good practice and policy which seeks to improve efficiency and reduce cost without sacrificing quality standards.
Key Responsibilities
- Comtrex inventory systems administration.
- Supplier Management – maintaining strong supplier relationships to work most efficiently with suppliers.
- Maintaining supplier catalogues and supplier information.
- Product additions - correct loading of products in line with company standards. Ensure the Procurement Department's internal SLA is maintained.
- Product Files – Working with current product catalogues to block the creation of product duplicates and remove redundant products.
- Stocktaking – Ensure the correct management of stock takes, including maintaining countable stock lists and ensuring restaurants complete their stock counts within agreed-upon timeframes.
- Transfers – Assisting effective transfer processes.
- Stock periods – Ensure stock periods are set correctly according to the agreed schedule.
- User list & access levels – Ensure user access is maintained according to agreed-upon user access levels, including leavers and joiners.
- Price lists & price list upload process – Effective liaison with Head of Food & Beverage procurement and the loading of the agreed price lists in line with agreed timeframes.
- EDI Queries – Proactively process suspended EDI messages.
- Credit card purchases.
- Support in the reconciliation of procurement income and ensure accuracy of actual and forecasted income.
- Adopt best practices to reduce overheads and achieve efficiencies.
- Aide in strategic stock management via aiding the Head of Procurement and Director of Procurement in reporting & CUBE analysis.
- Work to improve and maintain relationships between restaurants and the Procurement Department.
- Delivery of ad hoc projects as requested by the Group Procurement Director.
- Liaise closely with the Head of Food, Beverage and Indirect procurement, aiding with the strategic development of the department.
- Capitalise on savings opportunities and work to reduce costs by working with the Head of Procurement.
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Skills & Attributes that are Essential for the role:
- Skilful in handling all stakeholder groups and creating networks
- Excellent knowledge of hospitality / retail systems
- Experience of fast paced / rapid growth multi-site working environments
- Robust, data driven analytical approach
- Food category experience
- A self-starter – able to demonstrate past experience of identifying and delivering business change and cost savings
- Gravitas and presence to influence key business stakeholders
- Excellent communication skills – written and verbal
- Tenacity and clarity of purpose required for handling change management situations
- Experience of business data management and reporting, systems integration and project management
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Benefits & rewards:
- Competitive Salary: Benchmarked to industry
- Enjoy the Ivy Magic as a Guest: Enjoy an employee dining discount across The Ivy Collection, so you can experience the restaurants you help bring to life.
- Your Birthday Celebrated: Enjoy a guaranteed day off on your birthday, giving you the time to relax, celebrate, and enjoy the occasion your way.
- Career Milestones Recognition: We commemorate each work anniversary with a dining voucher, our way of recognising the contribution you make to the team over time
- Long Service Holiday Reward: With our long service holiday reward, you receive additional holiday allowance with length of service, rewarding loyalty and dedication as your career with us grows.
- Get Paid, Your Way: Through the app, you can make use of practical tools and guidance to help you earn, learn, save, spend and borrow with greater confidence.
- Always-On Wellbeing & Safety Support: Support should always be there when it matters most. That is why we offer 24/7 confidential wellbeing and safety support, whenever you need guidance, reassurance or practical help.
- Retail & Lifestyle Discounts: Access discounts on hundreds of retailers, plus health, entertainment, travel and more
The Ivy Collection is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.
About us
Our shared CARING values help create an environment where we are happy, engaged, and we care for ourselves, our colleagues, our guests, and we celebrate our individualities and differences.
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