Job Overview
The Procurement Assistant is responsible for supporting the procurement of GxP and supporting goods/services required for site operations. The role ensures that purchase requests are processed accurately, suppliers are contacted in a timely manner, purchase orders are raised through the appropriate purchasing systems, and required supporting documentation is requested from suppliers.
The role will work closely with Operations, Production, Warehouse, Quality Assurance and Finance to ensure purchased goods are ordered through approved routes, supplier documentation is obtained where required, and supply risks, delays or shortages are escalated promptly.
This is an assistant-level role and does not include final approval of suppliers, product codes, specifications or financial spend. Supplier approval is managed by QA and Finance, with Procurement supporting communication, documentation gathering and supplier follow-up where required.
Duties
- Raise and process purchase orders for approved GxP goods, including raw materials, APIs, excipients, packaging components, consumables, equipment, equipment parts, cleaning agents and other site-required items. Ensure orders are placed through the appropriate purchasing system and approval route.
- Confirm that purchases are made using approved suppliers, approved product codes and approved goods only. Where a supplier, item or approval status is unclear, escalate to QA, Finance or senior ops before progressing.
- Ensure purchase orders accurately reflect the intended purchase, including supplier details, item description, product code, quantity, unit of measure, price and quotation reference where applicable.
- Liaise with suppliers to obtain quotations, lead times, order confirmations, delivery updates, supporting documentation and responses to queries. Support supplier approval activities by requesting information and documentation where directed by QA or Finance.
- Request required documentation from suppliers at or before the point of order, including Certificates of Analysis, Certificates of Conformance, technical data sheets, specifications, declarations and other documents required to support Goods In, release or quality assessment.
- Monitor minimum stock levels and support timely replenishment of approved goods. Track shortages, supplier delays, back orders and supply risks, escalating issues that may affect production or operations.
- Liaise with Warehouse and suppliers to support delivery planning, including pallet booking references, delivery dates, supplier communications and Purchase Order visibility.
- Maintain accurate procurement records, trackers, SharePoint folders and purchasing system entries. Support the transition of systems and use approved systems in line with internal procedures.
- Work with Operations, Production, Warehouse, QA and Finance to resolve procurement-related queries, clarify ordering requirements and support continuity of supply.
- Follow internal procedures, GMP expectations and applicable purchasing controls. Maintain personal training records in an auditable state and complete required training before carrying out assigned tasks.
- Support improvements to procurement workflows, stock monitoring, supplier communication and purchasing data accuracy.
- Undertake other tasks requested by the Line Manager where suitable training, instruction or explanation has been provided and understood.
Skills
- Competent in Microsoft Office, particularly Excel, Word, Outlook and SharePoint.
- Experience with ApprovalMax, NetSuite or similar purchasing/ERP systems would be advantageous.
- Able to manage multiple purchase requests, supplier follow-ups, delivery updates and documentation requests in a structured manner.
- Accurate when raising purchase orders, checking supplier details, using product codes and maintaining procurement records.
- Clear written and verbal communication skills, with the ability to liaise professionally with suppliers and internal departments.
- Able to follow controlled procedures and escalate where information is missing, unclear or outside the approved process. GMP awareness is desirable.
- Able to identify and escalate supplier delays, shortages, documentation gaps and ordering issues.
- Reliable, ethical and able to handle procurement records, supplier information and controlled business processes appropriately.
- We’re looking for a dedicated and flexible team member to support our fast-moving business. This role is based at our Knutsford HQ full time.
Pay: £27,444.00-£34,089.00 per year
Benefits:
- Company pension
- Employee stock purchase plan
- Private medical insurance
Work Location: In person
