Purchasing Administrator

Preferred Qualifications and Skills

- Exceptional organizational skills and the ability to prioritize and manage a high volume of tasks and requests daily.

- Proven time management and the ability to perform effectively under pressure and meet tight deadlines.

- High attention to detail combined with strong problem-solving capabilities.

- Effective communication and negotiation skills.

- Demonstrated commitment to ethical procurement practices.

- Proficiency with the Microsoft Office Suite (Word, Excel, etc.); experience with ERP systems is a strong asset.

Working Conditions

- Office-based role.

- Standard 40-hour work weeks apply; however, flexibility is expected during project periods or critical deadlines to meet operational needs.

- Fast-paced, deadline-driven environment requiring adaptability, attention to detail and effective multi-tasking.

Core Responsibilities

Procurement Administration & Data Management

- Provide direct administrative support to Buyers, including purchase order (PO) updates, data entry, part card closures, and initiating accounting corrections.

- Process and match procurement documentation (receipts, packing slips, and invoices) against open purchase orders for accurate entry into the ERP system.

- Complete data entry tasks for a diverse range of operational purchases, including shop consumables, maintenance materials, freight, third party services (inspections, testing), and tools.

- Process and reconcile the monthly Purchasing VISA statement.

- Create and maintain accurate vendor/supplier records within the ERP system.

- Monitor supplier payment terms during invoice processing and advice Procurement Management and Accounts Payable of any discrepancies.

ERP System and Cross-Functional Support

- Complete relevant ERP system training and effectively navigate the system to execute daily administrative and data entry tasks.

- Provide ongoing data entry support for the Purchasing department staff as required.

- Develop and maintain professional business relationships with key internal teams, especially Accounts Payable, to ensure seamless transaction processing.

- Actively participate in cross-training activities with other Purchasing Administration staff to ensure department coverage.

- Utilize internal resources, such as SharePoint, effectively as an employment and administrative tool.

Departmental Operations

- Manage general office supply inventory and procurement for the department.

- Execute various routine administrative tasks essential to the smooth functionality of the Purchasing department.