Safeguard Armour are hiring a dedicated and consistent Procurement Admininstrator. You provide administrative and systems support to the procurement function, ensuring purchase orders, supplier records, and procurement documentation are accurate, compliant, and processed on time.
You should be dynamic, dedicated and able to multi-task and handle different threads dynamically throughout the day. Good attention to detail, consistency and capacity to deal with new incoming streams of tasks is essentially.
Key Responsibilities
1. Procurement Administration
- Raise, review, and process purchase orders (POs) to verified suppliers
- Amend or cancel POs as required, ensuring approvals and audit trails are maintained.
- Track PO status, confirmations, and outstanding orders; follow up with suppliers and internal requesters.
- Support goods receipt and delivery confirmations; resolve basic quantity or price mismatches.
2. Supplier Onboarding & Master Data
- Coordinate the supplier onboarding process, including collecting request forms, banking details, and tax/VAT information.
- Gather and verify necessary compliance documentation and quality certifications.
- Maintain and update supplier master data within the internal system (ERP/CRM) to ensure records are complete and accurate.
3. Documentation, Compliance & Governance
- Maintain organized procurement files and documentation, including quotes, contracts, and due diligence records.
- Ensure all procurement activity complies with internal approval thresholds and record-keeping requirements.
- Support internal audits by retrieving documentation and maintaining clear evidence trails.
4. Stakeholder & Supplier Support
- Act as the first point of contact for routine procurement queries regarding order status or system procedures.
- Liaise with the Finance team to support invoice matching and resolve any 3-way match issues.
- Coordinate with internal teams (Operations, IT, Projects) to ensure requirements are clearly documented.
5. Reporting & Continuous Improvement
- Produce routine reports on open orders, spend summaries, and supplier onboarding status.
- Identify recurring administrative issues and suggest simple process improvements or template updates.
- Support team initiatives by maintaining trackers and taking minutes during operational meetings.
Skills & Competencies
- Administration: Strong organizational skills with a natural attention to detail and factual accuracy.
- Systems: Confident using ERP/CRM systems and standard office software, particularly Excel.
- Communication: A professional and helpful approach when dealing with internal colleagues and suppliers.
- Prioritization: Ability to manage a steady workload and meet deadlines in a process-driven environment.
- Knowledge: A basic understanding of procurement concepts (Purchase Orders, Onboarding, Invoicing).