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.

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