Administrator - Procurement The First Group

This role involves administrative tasks, ensuring rest of the staff has adequate support to work efficiently.

The tasks of the Procurement Administrator will include (but are not limited to) working with excel tables, communication with suppliers and colleagues, writing and updating reports and general follow up.

The Procurement Administrator ensures smooth running of the office and contributing to successful running of projects.

Copy, scan and store documents

File documents in physical and digital records

Update reports, assuring necessary information being available at all times.

Retrieve files / reports when requested by other departments

Manage the flow of procurement related documentation within the organization

Keep track of documentation flow with other departments and vendors.

Communicate with other departments to clarify requirements

Prepare, issue and receive tender documents and RFQs

Prepare tender comparisons in agreed format

Communicate with vendors, clarify details, request information, arrange samples.

Prepare official online procurement documents (PRs and POs) for approval

Issue documents / correspondence to vendors (e.g. regret letters, POs)

Attend meetings / trade shows, build and maintain effective relationships with suppliers.

Maintain confidentiality around sensitive information and terms of agreement

Prepare ad-hoc tasks on projects as needed

Coordinating and processing invoices, ensuring accuracy and timeliness, while collaborating with the finance/construction teams to resolve billing discrepancies.

Assisting with data entry tasks and accurately inputting information into relevant systems and databases.

Generating reports and summaries as needed to provide valuable insights to the construction team.

Providing administrative support, such as scheduling meetings, managing correspondence, and maintaining filing systems.

Minimum of 5 years of previous administrative experience, showcasing a proven track record of reliability and competence.
Proficiency in Microsoft Excel is essential, with the ability to utilize advanced functions and formulas to analyze data and generate reports.
Strong attention to detail, with a commitment to accuracy and precision in all tasks undertaken.
Background in construction or procurement is advantageous, though not essential.
Previous work with contracts and drafting contractual documents is considered a strong plus.
Fluency in English is required, and proficiency in additional languages is a plus.