Procurement Administrator

Scope of the role: 

The Procurement Administrator plays a key supporting role within the Procurement team, ensuring the smooth and compliant operation of purchasing activities across the business. This position is responsible for maintaining accurate documentation, supporting supplier relationships, and assisting with the coordination of procurement processes. The role requires strong organisational skills, attention to detail, and the ability to work collaboratively with internal departments and external suppliers. The postholder will contribute to continuous improvement initiatives and help ensure that procurement activities align with company policies, quality standards, and operational needs.

Main duties and responsibilities:

• Provide day‑to‑day administrative support to the Procurement Manager and wider procurement function.
• Maintain accurate and up‑to‑date procurement documentation within internal systems, ensuring compliance with company procedures, audit requirements, and regulatory standards.
• Assist with supplier onboarding, including collecting and verifying required documentation (e.g., certifications, insurance, compliance forms).
• Support ongoing supplier management by updating records, monitoring performance data, and assisting with communication between suppliers and internal teams.
• Prepare, update, and distribute procurement‑related reports, dashboards, and data analysis to support decision‑making across departments such as Finance, Operations, and Quality.
• Help identify opportunities to streamline procurement processes, reduce administrative inefficiencies, and improve data accuracy.
• Ensure procurement systems, databases, and digital filing structures are consistently maintained and reflect current information.
• Take ownership of project‑driven tasks, supporting the Procurement Manager with research, documentation, coordination, and follow‑up activities.
• Provide holiday and absence cover for Buyers, including raising purchase orders, communicating with suppliers, and supporting urgent procurement needs.
• Liaise with internal stakeholders to ensure timely flow of information and alignment with procurement timelines.
• Assist in monitoring stock levels, lead times, and order statuses where required.
• Contribute to maintaining strong supplier relationships by responding to queries promptly and professionally.
• Understand, and work at all times in line with Fives Values and Directives; specifically following the highest standards of health and safety.
• Responsible for all aspects of Data Protection, Information Security and Cyber Security.
• Carry out any other reasonable duties as requested.

Key skills requirements:

• Enthusiastic, proactive, and organised individual with strong attention to detail and accuracy.
• Previous administration experience is beneficial, ideally within procurement, supply chain, or a similar operational environment.
• Confident using Microsoft Office applications, particularly Excel (e.g., spreadsheets, data entry, basic formulas, reporting).
• Strong communication skills, both written and verbal, with the ability to interact confidently with suppliers, customers, and internal colleagues.
• Comfortable managing multiple tasks simultaneously and prioritising workload effectively.
• Willingness to learn new products, systems, and processes, with a positive and adaptable approach to change.
• Ability to work independently while contributing to a collaborative team environment.
• Strong problem‑solving mindset and willingness to support continuous improvement initiatives.

Hours of work:

• 09:30 until 14:30 Monday to Friday (25 hours, per week, including a 30 minute lunch break)