Buying Administrator

7 months ago

Waltham Abbey, United Kingdom Hill Group UK Full time

**Role overview**:
The role is in order to gain an understanding and develop the knowledge of the buying discipline by developing responsibility for carrying out the following:
PPE issue and record-keeping

Assisting Purchasing with day to day tasks.

Assisting Strategic Buying in organising and maintaining group deals and rebate agreement files, updating and uploading onto the central database.

Produce and maintain supplier database.

Produce budget vs spend reports.

Take ownership of issuing Trade Cards to site personnel and maintaining spreadsheet

Administration assistance in the procurement of materials and plant on a project by project basis as required.

Working as part of the overall Buying team providing excellent administrative support using Microsoft Office suite i.e. Word, Excel, Powerpoint

Reporting directly to the Purchasing Manager

**Role Scope**:
Primarily assisting Purchasing Manager and Strategic Buyer with the organisation and maintenance of Supplier rebate agreements files and spreadsheets

The Purchasing function is responsible for purchasing all materials and plant used in the course of the business.

High commercial confidentiality needed.

Head Office based with supplier and contract visits

**Key Results Areas**:
**Quality**
- Organisation
- Time management
- Accuracy
- Excellent verbal and written communication skills
- Helpful & reliable
- Polite demeanour
- Work well under pressure
- Initiative
- Resourceful & proactive
- Professional personal presentation

**Delivery**
- Photocopying
- Scanning
- Filing
- Ordering PPE and Corporate Clothing
- Take deliveries of PPE and Corporate Clothing, matching up delivery notes with order forms
- Issuing Trade Cards to Site Managers
- Keep records of Trade Card issue and amend where necessary
- Produce reports using company ordering system
- Ensure rebates and group deals are regularly chased and funds received.
- Keep supplier rebate files up to date
- Produce site packs for Buyers, to include drawings and financial information
- Undertake other ad hoc duties as and when required

**Financial**
- Assisting Purchasing Manager and Strategic Buyer with chasing rebates and group deals and assisting with achieving financial betterment
- Help Buyers to produce cost comparisons using budget information provided by Estimating team
- Where possible to look at cost effective ways of producing work/documents
- Look to reduce the amount of paper used within the office and offer a soft copy option where possible

**People Management**
- Assist with the organising of key supplier catch-ups.
- Promote a positive and enthusiastic attitude within the team
- Work and communicate effectively with all team members

**Success Measures**:

- Carry out tasks within timescale agreed
- Produce accurate information at all times
- Provide outstanding service to all colleagues and suppliers
- Produce documents that are of a high quality and adhere to the Hill Corporate Guidelines

**Skills, Experience and Attributes**:

- Attention to detail & accuracy
- Assertive
- Ability to work well alone and in a team
- Active listening & record keeping skills
- Time management and organisational skills
- Multitasking

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