Senior Purchasing Admin

01. ROLE PURPOSE
Provide accurate and timely administrative support to the Purchasing function by managing supplier contracts, maintaining price and supplier data in company systems, recording meetings, issuing official communications, and controlling documents, approvals, and timelines across relevant departments.
02. KEY RESPONSIBILITIES
Supplier Contract Administration
• Maintain a complete and well-organised register of supplier contracts, appendices, commercial terms, and supporting documents.
• Coordinate contract preparation, internal review, approval, signing, distribution, and filing with suppliers and relevant departments.
• Track contract status, validity, renewal, expiry, outstanding documents, and agreed deadlines; proactively follow up and escalate delays.
Price & Master Data Management
• Create and update approved purchase prices, effective dates, and related supplier or item data accurately in the company system.
• Verify price-change requests against approved commercial terms and supporting documents before system entry or activation.
• Perform regular checks, maintain a clear audit trail, and promptly coordinate the correction of pricing or master-data discrepancies.
Meeting Minutes & Internal Communications
• Prepare meeting agendas when required; record key discussions, decisions, responsible owners, and completion deadlines accurately.
• Issue approved meeting minutes, purchasing announcements, and instructions to relevant departments, and follow up agreed action items.
Document, Approval & Timeline Control
• Maintain structured electronic and physical filing systems with clear naming conventions, version control, and access permissions.
• Monitor document completeness, approval workflows, and key timelines using trackers, reminders, and status reports.
• Ensure purchasing records are accurate, traceable, confidential, and readily available for management review or audit.
Coordination & Reporting
• Coordinate with Category Management, Finance, Accounting, Ordering, QA, Logistics, Operations, and suppliers to collect information and resolve administrative issues.
• Prepare routine reports and status updates, support internal or external audits, and perform other purchasing administration duties as assigned.