Overview
We are looking for a Purchasing Administrator to provide day-to-day administrative support to the procurement function, ensuring purchase orders are raised accurately and promptly and that supplier pricing queries are resolved efficiently. The role is a key point of contact between internal requisitioners, budget holders and the supplier base, and keeps the information held in the purchasing system accurate and up to date.
Duties
Purchase order processing
- Raise, process and issue purchase orders on behalf of the procurement department, ensuring each is accurate, correctly coded and properly authorised.
- Convert approved requisitions into purchase orders, issue them to suppliers and confirm acknowledgement and expected delivery dates.
- Track outstanding orders, chase acknowledgements and expedite deliveries where required to avoid delays.
- Match purchase orders to delivery notes and invoices, and investigate and resolve discrepancies in quantity, price or specification.
- Maintain accurate records of all orders raised so the purchasing system reflects the current status of each.
Supplier pricing & queries
- Act as a first point of contact for supplier pricing queries, responding promptly and escalating to the Procurement Manager where appropriate.
- Request, gather and compare supplier quotations to support buying decisions and value-for-money checks.
- Maintain agreed price lists and flag discrepancies between quoted, ordered and invoiced prices.
- Liaise with suppliers to resolve pricing disputes, missing credits and invoice queries, working alongside the accounts payable team.
- Support the procurement team in preparing information for supplier reviews and price negotiations.
Supplier & data administration
- Set up and maintain supplier records, ensuring contact, payment and pricing details are complete and accurate.
- Keep the purchasing system and supporting documentation tidy, current and audit-ready.
- Provide general administrative support to the procurement function, including filing, correspondence and basic reporting.
Stakeholder & compliance
- Liaise with internal requisitioners and budget holders to clarify requirements and keep them updated on order progress.
- Follow procurement policies, authorisation limits and approval procedures at all times.
- Contribute ideas to make purchasing processes more efficient.
Person Specification
Essential
- Strong organisational skills with a high level of accuracy and attention to detail.
- Confident communicator, comfortable dealing with suppliers and colleagues by phone and email.
- Good numeracy — able to check prices, quantities and totals with confidence.
- Competent in Microsoft Office, particularly Excel and Outlook.
- Able to manage a busy, varied workload, prioritise effectively and work to deadlines.
- A proactive, problem-solving approach and willingness to own queries through to resolution.
Desirable
- Previous experience in a purchasing, procurement or administrative support role.
- Experience using a purchasing system or ERP / accounting package (e.g. Sage).
- Exposure to accounts payable, invoice matching or supplier reconciliation.
- GCSEs (or equivalent) including English and Maths.
What we offer & how to apply
Martin Group is a long-established, privately owned investment group with a portfolio of operating businesses across the UK and Ireland. This is a hands-on role in a supportive team, with genuine scope to develop within the purchasing and finance function over time.
Salary for this position will be competitive depending on experience.
To apply, please submit a CV to [email protected] and a short covering note outlining your relevant experience.
Benefits:
- Company events
- Free parking
Work Location: In person
