Procurement Administrator

Reports To: Head of Security and GDPR

Role Summary / Purpose and Scope

This administrative position is within the Procurement Department, with a key focus on supporting the Transition Team. The successful candidate will assist both teams with all procurement processes and provide administrative support for the onboarding and offboarding of properties and portfolios. The role involves managing daily procurement tasks to ensure smooth and efficient operations. Occasional travel to London is expected.

Key Responsibilities:

• Manage procurement inboxes and flag priority emails for team members.
• Assist the procurement team as required, including taking minutes at team meetings.
• Maintain an organised electronic filing system, ensuring documents are current and accessible.
• Generate Sales Packs as required and track Procurement Gap Analysis to obtain missing documents.
• Facilitate the DocuSign process for Framework Agreements, Contract Orders, Variations, and Terminations, ensuring documents are signed and filed electronically.
• Collate supplier responses to update procurement databases.
• Perform general administrative duties such as photocopying, scanning documents, distributing post, creating and responding to emails, updating spreadsheets, and compiling supplier KPI reports via RiskWise.

• Maintain the transitions tracker, ensuring all procurement tasks are accurately updated.
• Attend opening and closing meetings for transitions to ensure smooth processes.
• Assist procurement team members with supplier onboarding tasks.
• Issue Letters of Transfer of Management to suppliers and ensure proper communication.
• Coordinate with suppliers to initiate RiskWise setup, ensuring all details are correct for proper onboarding.
• Maintain onboarding records and track contract review dates.

Skills & Competencies:

• Strong written and verbal administrative skills.
• Proficiency in MS Word, Excel, PowerPoint, and Google products.
• Experience in a similar office-based role with attention to detail and excellent organizational skills.
• Willingness to learn and adapt.
• Ability to manage data integrity for procurement and contract databases.

• Experience in procurement, facilities management, or similar roles is preferred.
• Proactive, solution-oriented mindset with strong problem-solving skills.
• Ability to work independently and as part of a team.
• Customer service experience is beneficial.

Values & Behaviours:

• Adherence to company values: Avoid Ambiguity, Appreciative, Adventurous, Authentic, and Accountable.
• Strong initiative, proactive approach, and meeting deadlines.
• Embrace change, including technological advancements.
• Excellent communication and collaboration with internal and external stakeholders.
• Focused on delivering results, prioritizing work, and innovative problem-solving.
• Committed to self-development and continuous learning.

Experience & Qualifications:

• Previous experience in a similar administrative role.
• Working knowledge of Microsoft and Google products.
• Computer literate with the ability to adapt to various procurement systems.

Working Hours:

• Monday to Thursday: 9:00 AM - 5:30 PM
• Friday: 9:00 AM - 5:00 PM

Salary Range (Dependent on Experience):

• £27,000 - £30,000 per annum

About:

This company is committed to providing exceptional service and fostering a culture of innovation, accountability, and growth. As part of the team, you will play a key role in supporting both the Procurement and Transition teams, ensuring that all processes are efficient and compliant with industry standards.