Purchasing Administrator

JOB SUMMARY & SCOPE

Working alongside Purchasing and the technical teams offer a complete administrative support service to the Purchasing area ensuring all aspects are dealt with accurately and in a timely manner.

 

KEY ACCOUNTABILITIES

· Raise purchase orders as needed and distribute them to suppliers.

· Follow up on overdue purchase orders to ensure timely delivery.

· Process order acknowledgements and report any discrepancies or exceptions.

· Collaborate with the Parts Controller to manage parts on hold.

· Work closely with Sales to clarify order details when needed.

· Update the purchasing system to reflect changes in job or order status.

· Perform accurate purchase data entry.

· Support other team members within the department as needed.

· Prioritize tasks in alignment with current purchasing objectives.

· Obtain delivery timelines from suppliers for new products.

· Update purchase orders (POs) and sales orders (SOs) with confirmed due dates.

· Adjust status and due dates for backordered items.

· Coordinate with the Trade Team to confirm due dates for used products.

· Update sales order dates to account for triage and refurbishment lead times.

· Use available data to forecast orders expected to ship within the current month.

· Follow up with other departments to gather information required for production reporting.

· Take ownership of service level agreements (SLAs), ensuring commitments to customers and end users are met.

· Continuously improve data utilization to support business growth, process efficiency, and quality.

· Promote quality standards across all processes.

· Build and strengthen supplier relationships.

· Prepare daily, weekly, and monthly reports to support management and customer visibility.

· Perform additional duties as assigned.

 

EDUCATION + EXPERIENCE + KEY TRAITS

· Proven hands-on experience of administration showing knowledge and understanding of process, preferably in a Purchasing environment.

· Proactive, self-accountable, assertive and self-motivated with the ability to perform within tight time constraints, address root causes of issues, take the appropriate corrective actions and develop improve supply chain processes.

· Understanding of the key drivers to increase customer satisfaction – both in terms of quality and on time delivery / pick up.

· Excellent verbal & written communication skills, especially telephone manner and email capability.

· Ability to manage time, organize workload, and solve problems.

· Excellent team player with the ability to work independently under minimum supervision

· Ability to manage areas of responsibility to complete tasks on time while interfacing with other departments to ensure success.

· Computer literate & a good working knowledge of Microsoft Office.

· Excellent attention to detail.

· Good interpersonal skills to form effective working relationships with people at all levels both with the supplier and within Peak.

· Ability to embrace change.

· Flexible and able to readily accept appropriate responsibility.

 

TYPICAL PERFORMANCE TARGETS

· SERVICE DELIVERY: Sustained, measured excellence in project & process delivery

· COST TO SERVE: Sustained, measured excellence in delivery efficiency with expected continuous improvement

· INNOVATION: Step changed delivery in safety, quality, and/or cost

 

LANGUAGE SKILLS

· Primary language used in daily operations is English. Additional primary company languages include Spanish, French, and Dutch.

· Read and interpret documents, procedure manuals and various correspondence from both internal and external.

· Speak effectively, both individually and before groups of both external customers and/or various levels of employees within the organization.

 

MATHMATICAL SKILLS

· Ability to apply concepts such as fractions, percentages, ratios, and proportions to practical situations.

 

SUPERVISION

· Role does require supervision of direct or indirect reports.

· Ability to carry out supervisory responsibilities in accordance with the organization’s policies and procedures.

 

DECISION MAKING + REASONING

· Able to take accountability and responsibility for business target delivery and decision making.

 

WORKING RELATIONSHIPS

· Senior Managers

· Service Delivery Team

· Operations Delivery Team

· Sales Team

· Warehouse Team

· Finance Team

· IT Team