Commercial Operations Administrator – Purchasing Support

SUMMARY:
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POSITION INFO:

Purpose of Role

To support the Procurement and Commercial teams with day-to-day purchasing administration, ensuring that purchase orders, supplier information, delivery updates, pricing records and related administration are accurate, well organised and completed within agreed timelines.

Main Duties and Responsibilities

• Collect, check and follow up on purchase order confirmations from suppliers, ensuring any discrepancies are queried and resolved timeously.
• Monitor and maintain open purchase orders, including expected delivery dates, supplier updates and on-time in-full (OTIF) delivery performance.
• Liaise with suppliers, internal departments and couriers to support timely deliveries, booking-in, processing and replenishment of products.
• Assist with resolving inbound delivery shortages or discrepancies, ensuring credit notes or corrective documentation are requested where required.
• Keep the ERP system updated with accurate purchase order information, product lead times, supplier updates and reorder data.
• Support the Commercial team by ensuring supplier price files are received, checked, authorised and uploaded into the system ahead of effective dates.
• Collate and action supplier claims and ensure invoices or supporting documentation are generated in line with contractual arrangements.
• Assist with allocated invoice queries by investigating the cause, correcting information where appropriate and escalating unresolved matters.
• Provide administrative support to the Product Maintenance team to assist with product data collection, accuracy and validity.
• Build and maintain effective working relationships with Procurement, Commercial, Finance, Operations, Regulatory, Sales and Marketing teams.
• Provide general administration support to the Procurement and Commercial teams as reasonably required.

Standard Company Requirements

• Comply with all applicable Health and Safety requirements, workplace rules and company policies.
• Where PPE is required or issued, ensure it is worn and used in accordance with workplace Health and Safety requirements.
• Participate in relevant training, quality initiatives and process improvement activities as required by the manager or business.
• Maintain awareness of any basic regulatory, product handling or compliance requirements relevant to the role, including MHRA/GDP awareness where training is provided and applicable.
• Act in a way that supports the Company in maintaining its licences, certifications, compliance standards and client service expectations.
• Maintain confidentiality and handle company, supplier and product information responsibly.
• Carry out any other reasonable duties or requests as required by the manager.

Skills Required

• Strong verbal and written communication skills.
• Confident working with numerical, pricing and financial information.
• Excellent organisation, attention to detail and follow-through.
• Good relationship-building skills with suppliers and internal departments.
• Ability to prioritise workload and work to deadlines.
• Intermediate Microsoft Office skills, particularly Excel and Outlook.

Experience Required

• Experience in a purchasing, procurement, supply chain, commercial administration or finance administration environment would be advantageous.
• Knowledge of supply chain or procurement processes would be beneficial, but sound experience is not essential where the candidate has strong administration, communication and learning ability.
• Experience working with suppliers, internal departments and system-based administration would be an advantage.

Qualifications Required

• Qualified by experience.
• A relevant administration, procurement, supply chain or business qualification would be advantageous but is not essential.