Haya HR
Purchasing Administrator
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Pay: £27,040.00 - £29,120.00 per year
Job description:
Job Overview
Our client specialises in the design, manufacture, installation and servicing of commercial kitchen ventilation systems. They offer a complete product portfolio including:
- Ventilation Canopies
- UV technology
- Heat Recovery
- Service Distribution Units
- Ventilated Ceilings
- Pollution Control
- Fire Suppression
- demand-based ventilation
- complete controls package
They can offer Maintenance and Service Contracts providing a total turnkey solution from concept to completion. They value R&D, and have innovation hubs globally. The purchasing manager role is based on location Rochester, Kent. UK
Principal purpose or objective of the job
The Purchasing Administrator will provide administrative and operational support to the Purchasing function, working closely alongside the Purchaser to ensure the efficient procurement of materials, components and services.
The role is responsible for maintaining accurate purchasing records, tracking the progress of all procurement activities from requisition through to delivery, ensuring suppliers meet agreed commitments, and providing timely reporting on supplier performance and purchasing KPIs. The successful candidate will play a key role in maintaining supply chain efficiency and supporting on time manufacturing and project delivery.
Support the onboarding of new suppliers by coordinating the supplier approval process and ensuring all required documentation is obtained and maintained. Maintain accurate supplier records, including certifications, insurance, compliance documents, banking details and terms and conditions. Monitor document expiry dates, coordinate renewals and ensure suppliers remain compliant with company requirements before and throughout the trading relationship.
Responsibilities
Purchase Requisition Management
- Receive, review and log all purchase requisitions.
- Ensure requisitions are complete and approved before processing.
- Maintain a live tracker of all outstanding purchase requisitions.
- Follow up with internal departments to resolve missing or incomplete information.
Purchase Order Administration
- Raise and issue purchase orders where required.
- Maintain an accurate purchase order register.
- Ensure purchase orders are acknowledged by suppliers within company targets.
- Chase outstanding purchase order acknowledgements.
- Escalate overdue acknowledgements to the Purchaser where necessary.
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Supplier Expediting
- Proactively expedite all outstanding purchase orders.
- Monitor supplier commitments against agreed delivery dates.
- Contact suppliers regularly to confirm production status.
- Escalate potential delivery risks before they impact production.
- Update ERP systems with revised delivery dates.
Supplier Performance Management
- Maintain supplier performance scorecards.
- Monitor supplier KPIs including:
- On Time Delivery (OTD)
- Lead Time Performance
- Order Acknowledgement Performance
- Quality Performance
- Responsiveness
- Delivery Accuracy
- Produce weekly and monthly supplier performance reports.
- Highlight deteriorating supplier performance and recommend corrective actions.
Supplier Audits
- Assist in planning and conducting supplier audits.
- Prepare supplier audit documentation.
- Record audit findings and corrective actions.
- Track supplier action plans to completion.
- Maintain supplier approval records.
Delinquency Management
- Maintain a live delinquency report.
- Monitor overdue purchase orders.
- Identify late deliveries before they impact manufacturing.
- Produce daily and weekly overdue order reports.
- Escalate high risk shortages to Purchasing and Production.
Lead Time Management
- Maintain accurate supplier lead times within the ERP system.
- Track actual versus quoted lead times.
- Analyse lead time trends.
- Recommend improvements and opportunities for lead time reduction.
Data & Reporting
- Produce purchasing dashboards and KPI reports.
- Maintain purchasing trackers and databases.
- Ensure purchasing records remain accurate and up to date.
- Analyse purchasing data to identify trends and opportunities.
Supplier Communication
- Maintain professional relationships with suppliers.
- Respond promptly to supplier enquiries.
- Coordinate supplier documentation including quotations, acknowledgements and certifications.
- Support supplier review meetings where required.
Continuous Improvement
- Identify opportunities to improve purchasing processes.
- Support implementation of new purchasing procedures.
- Assist with supplier rationalisation initiatives.
- Promote continuous improvement throughout the supply chain.
Key Performance Indicators (KPIs)
The Purchasing Administrator will be measured against:
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- Purchase Order Acknowledgements received within company target (e.g. 48–72 hours)
- Supplier On Time Delivery (%)
- Supplier Lead Time Accuracy
- Number of overdue purchase orders
- Delinquent order reduction
- Supplier response times
- ERP data accuracy
- Supplier audit completion
- Purchasing report accuracy
- Internal customer satisfaction
Candidate Profile
Essential
- Previous experience in a purchasing, procurement or supply chain administration role.
- Excellent organisational skills.
- Strong attention to detail.
- Excellent communication skills.
- Good commercial awareness.
- Strong Microsoft Excel skills.
- Experience using ERP or MRP systems.
- Ability to prioritise workload in a fast-paced manufacturing environment.
- Confident communicating with suppliers by telephone and email.
Desirable
- Experience within manufacturing or engineering.
- Knowledge of procurement processes.
- Experience producing supplier performance reports.
- Experience conducting supplier audits.
- Understanding of supply chain KPIs.
- CIPS qualification or working towards CIPS.
Personal Attributes
- Highly organised.
- Proactive and self-motivated.
- Strong analytical skills.
- Excellent problem solver.
- Professional and confident communicator.
- Able to work independently while supporting the wider Purchasing team.
- Strong sense of ownership and accountability.
- Calm under pressure.
- Continuous improvement mindset.
Relationships
Internal
- Purchasing
- Production
- Planning
- Stores & Logistics
- Engineering
- Finance
- Quality
- Project Managers
External
- Suppliers
- Manufacturers
- Logistics providers
- Service providers
Remuneration
Salary: £27,040.00 - £29,120.00 per year based on experience
Benefits: Contributory pension scheme, Life assurance, Personal Accident Insurance, Income Protection Insurance, Employee Benefits Hub, Employee Assistance Program, 24/7 GP Service, Longevity in Service Awards
Holidays: 25 days, Birthday and UK Bank Holidays
Benefits
- Company pension
- Free parking
- On-site parking
Ability to commute/relocate
Rochester, Kent: reliably commute or plan to relocate before starting work (required). No relocation support available.
Experience
Purchasing: 1 year (required)
Work authorisation
United Kingdom (required) No Visa Sponsorship available*
Work Location
In person
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