Procurement Administrator Job Description

Procurement Administrator Job Description

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Procurement administrator provides expertise in processes and systems; contribute to the development and implementation of enterprise-wide procurement processes and systems including documentation of procedures.

Procurement Administrator Duties & Responsibilities

To write an effective procurement administrator job description, begin by listing detailed duties, responsibilities and expectations. We have included procurement administrator job description templates that you can modify and use.

Sample responsibilities for this position include:

Fulfilment of IT purchasing processes and procedures (Purchase-to-pay)
Manage the purchase order process from start to finish for all responsible budgets and ensure correct process for accounting procedures (Prepay, Check Requests, vouchers)
Enter supplier response details in system/Excel Reports
Adhere to company's procurement policies and procedures
Must be experienced in performing pre- and post-award reviews of subcontracts and purchase order files to insure compliance with applicable laws, regulations and procedures
Make recommendations for process improvement in terms of procedures, training, compliance management
Recommends improvements in workflow, procedures, and documentation as it relates to the procurement systems
Tracks, troubleshoots and resolves procurement system issues following established guidelines and procedures, escalates technical issues to the appropriate level and resources within IT
Performs a variety of special projects and assignments in assigned area including the implementation and coordination of assigned program components and assists with the development of procedures
Diligently working through procurement requests via the IT service management system

Procurement Administrator Qualifications

Qualifications for a job description may include education, certification, and experience.

Licensing or Certifications for Procurement Administrator

List any licenses or certifications required by the position: CPM, ISM, EVMS, CTPM, FCCN, FCCM, CSPM, CPIM, CPSM, VAT

Education for Procurement Administrator

Typically a job would require a certain level of education.

Employers hiring for the procurement administrator job most commonly would prefer for their future employee to have a relevant degree such as Bachelor's and Associate Degree in Business, Education, Business/Administration, Finance, Accounting, Management, Administration, Supply Chain Management, Economics, Technical

Skills for Procurement Administrator

Desired skills for procurement administrator include:

Federal Acquisition Regulations
Practices
Enterprise procurement systems are an asset
Policies and procedures
Procedures
Procurement processes
Policies
Excel
Applicable federal government circulars 2 CFR 200
Business systems

Desired experience for procurement administrator includes:

Ensuring delivery of orders/services to the requestor in a timely manner and where delays are experienced expectations are managed both internally and externally
Maintenance of service catalogue product lists for hardware and software
Engagement with internal customers to understand, define and refine technical requirements
Support the business regarding purchase order/requisition/invoice queries
Mobile communications estate management
Engagement with manufacturers & vendors to understand product lifecycles, end of life and new products

Procurement Administrator Examples

1

Procurement Administrator Job Description

Job Description Example
Our company is hiring for a procurement administrator. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for procurement administrator
  • Actively ensure accurate prices, including budget prices, exist for all live SKUs within the company, this involves ensuring these are set up, maintained and approved on the system
  • Ensuring administration team KPIs are achieved on a weekly basis and ensure all Procurement Administration Processes are adhered to
  • Invoice query resolution within the agreed SLAs - understand and address the root causes
  • Procurement knowledge centre for site Supply Chain throughout the UK and Ireland providing information, guidance and support on system, ordering and price issues
  • Prepare for and actively participate in category team meetings
  • For all spend that is tendered through E-Sourcing ensure that all prices are published to SAP where possible
  • Create and maintain price sheet for all channels
  • Create reseller program sheet and maintain quarterly
  • Receive order from affiliate companies and manage shipment of LFP consumables
  • Manage trial, expense shipment products
Qualifications for procurement administrator
  • Handle other projects
  • Develop and manage the Procurement requirements in the P2P/Oracle system
  • Support ad-hoc Procurement reporting requirements
  • Business administration disciplines Purchasing
  • Working independently and in a multi-tasking environment
  • Must have a desire to shop while saving money, getting the best deals, obtain free shipping
2

Procurement Administrator Job Description

Job Description Example
Our company is growing rapidly and is looking to fill the role of procurement administrator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for procurement administrator
  • Maintain sound working relationships with vendors to ensure responsive service and timely resolution of all issues
  • Manage and maintain all information regarding the asset on the configuration management database
  • Create spend forecasts and then monitor these against the actual spend
  • Maintain ongoing communication and respond to any questions related to current or prior purchases
  • Receive and validate incoming requisitions
  • Prepare and place purchase orders
  • Answer supplier and customer inquiries
  • Process data entry requests and conduct system inquiries
  • Follow up with suppliers on open order status
  • Work with suppliers to assure deliveries are made
Qualifications for procurement administrator
  • Skilled in meeting deadlines, working under pressure and working autonomously in a team environment
  • Provide training to peers and business partners on eProcurement / Purchase Order (PO) functionality
  • Represent eProcurement / Purchase Order (PO) functionality in Business Integrations and enhancements
  • Assist Accountant in the preparation of the month end and year end closing processes (accruals, analysis, reconciliations, financial reports, audit requests etc)
  • Create PO’s as required
  • Generate accruals
3

Procurement Administrator Job Description

Job Description Example
Our company is hiring for a procurement administrator. We appreciate you taking the time to review the list of qualifications and to apply for the position. If you don’t fill all of the qualifications, you may still be considered depending on your level of experience.
Responsibilities for procurement administrator
  • Conduct audit and quality checks
  • Identifies sources for the required services, issues requests for proposals (RFPs), evaluates the capabilities and performance of subcontractors, plans and conducts negotiations, and selects qualified subcontractors based upon their ability to provide the required services, competitive pricing, acceptable terms, appropriate quality, and timely completion of the work
  • Awards, issues, and documents all agreements (Subcontracts, Purchase Orders, Change Orders, ) with subcontractors
  • Plans, coordinates, and conducts negotiations with subcontractors
  • May perform as Point of Contact for DCAA/DCMA audit or customer RFI requests encompassing subcontracts, material procurement, including developing corrective action plans
  • Previous experience as buyer or subcontract administrator is a plus, including experience with subcontract close-outs
  • Working knowledge of MS Office applications and functional knowledge of SAP or similar MRP programs
  • Must be detail oriented, with good interpersonal skills and an ability to work in a Team environment
  • Must be able to teach or mentor other personnel in a collaborative manner
  • Collect and analyze performance metrics to identify trends & areas for process improvements
Qualifications for procurement administrator
  • High school diploma or GED and three years related experience
  • Process, receive and match invoices in a timely and accurate manner
  • Familiarity with methods and techniques utilized in determining and analyzing the quality of equipment, materials, services and supplies
  • Procurement of direct services
  • Typically requires a Bachelors degree in Business Administration or related discipline and ten or more years of progressive professional supplier administration or management experience
  • Must have excellent communication, computer, documentation, presentation and interpersonal skills
4

Procurement Administrator Job Description

Job Description Example
Our innovative and growing company is searching for experienced candidates for the position of procurement administrator. Please review the list of responsibilities and qualifications. While this is our ideal list, we will consider candidates that do not necessarily have all of the qualifications, but have sufficient experience and talent.
Responsibilities for procurement administrator
  • Manage the vendor pre-qualification process
  • Manage the vendor performance measurement
  • Manage and resolve invoice disputes
  • Compile and issue sub contract documentation
  • Be educated to GSCE level, with a grade of C or above in Math & English
  • Have previous clerical experience
  • Be highly organised with a high attention to detail
  • Be able to maintain control, whilst remaining flexible
  • Work with the Company Supplier Registration, Qualifications and procurement systems
  • Understands Supplier Registration Qualification principles and systems
Qualifications for procurement administrator
  • IT Equipment and consumables ordering via the procurement channel
  • Inventory control of stock and availability management of spares to meet the demand levels
  • Maintain records of stock movements and producing monthly stock reports
  • Previous knowledge of stores environment an advantage
  • Focused on Customer Service and the delivery of Service Excellence
  • 7-8 years of professional experience with background in Procure to Pay and shared service delivery model
5

Procurement Administrator Job Description

Job Description Example
Our innovative and growing company is looking to fill the role of procurement administrator. To join our growing team, please review the list of responsibilities and qualifications.
Responsibilities for procurement administrator
  • Recognize procurement and quality assurance processes and project actions
  • Liaising with internal stakeholders to review and clarify requirements, ensuring value for money outcomes are achieved through the sourcing of goods or services
  • Participate in and support the implementation of an SAP Ariba P2P solution
  • Carry out the implementation and optimization activities for Ariba processes (design, setup, testing, debugging and documentation)
  • Assess the functional efficiency needs, and develop, with the IT Department, SAP Ariba and process stakeholders, ways to improve the system
  • Identify compliance and management report needs, and ensure every need is met
  • Develop and provide training and daily support to users, including change management activities for adopting the system
  • Oversee administrative activities for SAP Ariba
  • Act as Ariba designated contact for all Ariba Support and Cirque IT Support tickets
  • Support SAP Ariba supplier enablement
Qualifications for procurement administrator
  • Utilizing automated procurement, supply chain systems, or ERP systems
  • Establishing and maintaining effective working relationships with other department staff, management, and vendors
  • Researching, compiling, analyzing, and interpreting data
  • Preparing clear, concise reports and correspondences
  • Planning and organizing work to meet changing priorities and deadlines
  • Automated procurement, supply chain systems or ERP systems

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