Purchasing Administrator

The Purchasing Administrator is responsible for the accurate and timely execution of all day-to-day procurement activities, ensuring materials and products are ordered, tracked, and delivered in line with business requirements.

This role plays a critical part in maintaining product availability, stock accuracy, and supplier coordination, while ensuring all procurement, logistics, and customs data is correctly managed within company systems.

The Purchasing Administrator supports the Procurement Manager by delivering high‑quality operational execution across purchasing, inbound logistics coordination, and TSS (Trader Support Service) / customs processes, while proactively identifying risks and escalating issues.

Reporting Line: Procurement Manager

• Raise and manage purchase orders accurately and in a timely manner.
• Confirm and maintain supplier pricing, order quantities and delivery dates.
• Ensure all purchasing aligns with agreed min/max stock levels, demand requirements and priorities set by the Procurement Manager.
• Maintain accurate supplier price lists and product data.
• Ensure all purchasing activity is correctly recorded, auditable and traceable.
• Act as the primary contact for routine supplier communication.
• Manage and follow up on order acknowledgements, delivery confirmations and order progress updates.
• Ensure suppliers meet agreed delivery commitments.
• Resolve routine supplier issues promptly.
• Escalate delays, risks or recurring issues to the Procurement Manager.
• Coordinate all inbound shipments from supplier to SDG.
• Ensure shipments align with required delivery timelines.
• Update systems with accurate shipment status and delivery information.
• Flag delivery risks or delays immediately.

• Coordinate and execute all TSS and customs‑related activities.
• Ensure all shipment data is accurate.
• Monitor customs declarations and ensure timely clearance.
• Maintain accurate records of all customs documentation and transactions.
• Support compliance with UK/EU import regulations and internal procedures.

• Monitor daily stock levels across all product ranges.
• Reorder stock in line with agreed min/max levels.
• Identify and report stock shortages, stock‑out risks, overstock or slow‑moving items.
• Produce and distribute a daily stock‑out report.
• Ensure stock data is consistently accurate and up to date.

• Ensure all purchasing, logistics and customs transactions are correctly recorded.
• Support high levels of data integrity for reporting and decision‑making.
• Assist in improving system usage and data processes.
• Provide regular updates to the Procurement Manager.
• Support preparation for supplier reviews with accurate data.
• Follow up on agreed actions relating to performance issues.
• Resolve day‑to‑day operational issues.
• Ensure minimal disruption to operations and sales.

• Provide regular updates on shipment status, late orders, stock risks, customs/TSS issues.
• Maintain clear, proactive communication with internal teams.
• Contribute to daily and weekly procurement reporting.

• Identify opportunities for improvements.
• Support implementation of process improvements.
• Contribute to building a more efficient and reliable procurement function.