Procurement Team Administrator

2 weeks ago

London, Greater London, United Kingdom Gibbs Hybrid Full time
Procurement Team Administrator


This role will provide support to our London based marketing teams, specifically in the area of procurement, providing pro-active and high-level assistance in a busy and demanding environment, ensuring all procurement processes are managed effectively and timely.

You will be the link between marketing and procurement for all payment related processes and our knowledge expert.

Key responsibilities include:

  • Raising, tracking, and closing of all Purchase Orders across multiple teams and liaising with the internal procurement team and suppliers to ensure prompt payment. Ultimately managing the PO process from end to end.
  • Responsible for registering new vendors (for marketing) and onboarding them.
  • Support the marketing team on vendor extensions.
  • PO and GR reporting to project teams to update on spending progress.
  • Report all inefficiencies in the system to stakeholders and suggest ways of improvement.
  • Proactively tackling issues related to administrative processes, solving pain points to ultimately ensure speed and efficiency.
  • Working closely with different marketing teams to understand their administrative needs and then regularly updating and liaising with key contacts both internal and external.
  • Developing knowledge of key individuals, including Procurement network and wider network.
  • Operating with flexibility and where required out of core hours to support the business
  • Discrete and discerning with high composure and confidentiality awareness.


This role requires proven experience and a track record of high performance as an Administration Assistant and experience working in a regional or global organization across time zones.


  • Critically, you must be well organised, able to prioritise tasks of high complexity and have the ability to build relationships with a multi stakeholder network.
  • Excellent written and oral communication skills are important, plus experience in managing office processes and where necessary, developing new approaches to meeting changing needs.
  • Have a problemsolving mindset and proactive in reducing inefficiencies.
  • You must be comfortable working in both an office and a virtual environment.
  • Initiative to think proactively how to support the marketing team to be as efficient as possible in using their time.
  • You must be trustworthy and sensitive when exposed to confidential information.
  • Ability to work with high levels of uncertainty.
  • Attitude to go the extra mile for the team.

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