Purchasing Administrator

Location: Slough
Department: Purchasing
Hours: 37.5 hours per week, 5 days per week
Reports To: Logistics & Purchasing Manager 

To provide administrative support across the Purchasing function, ensuring accurate management of Purchase Orders (POs), supplier communications, and inbound stock. The role is responsible for maintaining ERP system data, liaising with suppliers, and assisting with stock control and reporting. 

• Oversee the end-to-end Purchase Order process from activation to delivery.

• Liaise with suppliers to confirm POs, delivery dates, and resolve any discrepancies.

• Maintain accurate records in EFACS (ERP system), including PO acknowledgements, inbound stock updates, and supplier information.

• Manage the Purchasing email inbox as first-line filter.

• Process supplier rejects, debits/credits, and coordinate closure of shortages or replacements.

• Support the Finance team by preparing reports on outstanding supplier invoices and goods received not yet invoiced.

• Assist with monthly or bi-monthly invoice processing to enable payment runs (BACS/cheque).

• Collate and file supplier delivery information.

• Support annual stocktake activities, including keying stocktake information into EFACS and assisting with reconciliation or recounts.

• Maintain organized records, including annual archiving and new year system setup.

• Provide backup support to colleagues during holidays or absences.

• Learn and assist in checking stock levels to ensure small orders can be fulfilled.  

• Primarily office-based

• Occasional domestic travel in support of Purchasing activities

Essential:

• Good level of education

• Previous experience in Supply Chain, Stock Management, Purchasing, or a Supplier-facing role

Desirable:

• Previous experience in a similar role

• Formal Purchasing or Supply Chain/Stock Management qualifications

• Relevant systems qualifications

Essential:

• Proficiency in ERP or Stock Order Management systems (EFACS)

• High numeracy, accuracy, and attention to detail

• Ability to work independently after training

• Good knowledge of Microsoft Excel and Word

• Assertive and tenacious with suppliers

Desirable:

• Experience in Purchasing, Stock Management, or Supply Chain

• Electronic/manufacturing environment experience

• Multi-regional supply knowledge

• Advanced Excel (pivot tables) or SQL knowledge

Essential:

• Strong organisational and time management skills

• Excellent written and verbal communication skills

• Problem-solving and data accuracy skills

• Ability to work under pressure and meet deadlines

• Collaborative and able to work within a small team

• Exceptional attention to detail

• Ability to prioritise and multitask

Desirable:

• Highly organised, persistent, and thorough

• Effective communicator and self-starter

• Flexible skills and abilities

• Acknowledge and process orders. 

Special Circumstances:

• Primarily office-based with occasional domestic and international travel in support of the sales team.

  Hours: 37.5 hours per week, 5 days per week

  Salary: £28,000 - £30,000 per annum