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Purchasing Admin |
|---|
Administration - Administrator |
in London City |
| Please apply for this role if you have had exposure / Experience of Purchasing or facilities and have an admin sec background.
This is for a leading internatinal city group. Excellent working conditions and prospects. The Purchasing Administrator is responsible for the provision of administrative support to the Facilities Purchasing team and assisting/deputising for the Assistant Buyer as appropriate. The Responsibilities Provide general secretarial and administrative support to the Facilities Purchasing team by preparing correspondence, spreadsheets, charts and other documentation using Word, Excel, PowerPoint, FileMaker and e-mail as appropriate, in accordance with the Document and Editorial Style Guides as applicable. Deal with and prioritise all incoming post including eMail correspondence, drafting replies or forwarding on for action by other members of the Facilities Purchasing team and bring outstanding items to their attention at regular intervals (to be agreed) thereby enabling a smooth working pattern. Maintain the Facilities' supplier database and Facilities' contracts database by liaising as appropriate with senior colleagues. Maintain the Facilities Purchasing's filing system, check and update procedures and other manuals. Arrange meetings and organise travel and diary arrangements, archiving, internal/external courses, seminar bookings and greeting external visitors arriving for meetings and dealing with expense claims for the Facilities Purchasing team as appropriate. Attend meetings to take minutes and produce concise and accurate meeting notes for distribution both internally and externally. Act as point of contact for the Facilities Purchasing team, especially during their absence from the office by handling telephone calls and forwarding information by E-mail. Monitor the Facilities Web site, bring inaccuracies to the attention of the local area "web page co-ordinator /web page editors" and ensure that all pages are kept up to date and maintained. Liaise with appointed contractors who provide various services to the firm. In addition, the job holder must have the personal skills to motivate and control a multi-discipline service provider. Respond effectively to general enquiries from internal and external contacts. Provide information to all management levels. Market Facilities Purchasing by providing a first-class professional service both internally and externally, thereby raising the profile of the function and ultimately Facilities. Delegate and allocate work in the absence of key personnel within the team as appropriate. Assist with provision and management information and local support for monitoring of overtime, holidays, sickness and other absence. Assist with the monitoring of budgets Assist in the co-ordination and production of the monthly report and related statistics, and draft own correspondence where necessary. Assist in the co-ordination and management of the production and revision of Purchasing Job Descriptions, ensuring latest copies are held within the department and passed to the secretary to the Director of Facilities. Read and understand the requirements of the Facilities health and safety policy and the procedures relating to their work. Set a leading personal example. Undertake any other duties that may reasonably be deemed to come within the scope of the post. The Person To be educated to GCSE (or equivalent) standard including English & Maths. To have a minimum of 2 years experience in a similar role. Smart, presentable appearance. Articulate, confident with common sense & initiative, able to use initiative. Able to deal with staff at all levels - polite, professional and responsive. Strong team member, with good organisation/administration skills, eg keeping accurate records and maintaining up-to-date systems. Attentive to detail and an ability to work within strict deadlines is essential. Able to quickly understand and apply new procedures. Flexible, able to deal with more than one project simultaneously. Enthusiastic with a good sense of humour. |
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