Job Description

Procurement Administrator Job Description

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Job Description

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A Procurement Administrator oversees and manages the purchasing activities of an organization, ensuring procurement processes comply with company policies and legal guidelines. Responsibilities often include managing supply inventory, compiling and analyzing procurement requests, developing purchase plans, handling purchase procedures, and maintaining records of all transactions. Regular reporting and documentation are also key functions[1].

The role typically involves the following tasks:

  • Source materials and services and negotiate with suppliers to secure the best pricing and delivery terms[5].
  • Ensure timely delivery of goods and services to support operational needs[7].
  • Develop and administer standard contracts and solicitations, including RFPs (Requests for Proposal), RFQs (Requests for Quotation), and IFBs (Invitations for Bid)[1].
  • Conduct commercial negotiations regarding pricing, scope, and logistics[1].
  • Evaluate supplier proposals and develop recommendations for awards[1].
  • Set up new vendors in the procurement system and manage vendor relationships[2].
  • Prepare, process, and maintain purchase orders, contracts, and compliance documentation[7].
  • Monitor inventory levels and manage logistics to avoid delays or shortages[1].
  • Advise project and administrative staff on contractual obligations, sub-contractor management, and change orders[7].

To fulfill these responsibilities, a Procurement Administrator must possess key skills such as negotiation, relationship management, attention to detail, proficiency in procurement and ERP software, strong communication, and a thorough understanding of supply chain principles[2]. They are also expected to demonstrate compliance with federal, state, and company regulations, implementing best practices in procurement and maintaining accurate records[3].

Typical qualifications include a bachelor’s degree in business, supply chain management, or a related field, along with relevant experience in procurement or purchasing roles. In some industries, a high school diploma with substantial experience may suffice[5][7].

References

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