Purchasing and Data Coordinator

Location: City of Westminster

The Purchasing & Data Coordinator is an entry-level role within the Logistics and Purchasing team.

The role helps with the day-to-day coordination of purchase orders and basic stock administration, while keeping purchasing data accurate in our systems (e.g. SAP, Sage, Excel).You will support the Purchasing Manager and Purchasing Coordinator with simple analysis and reports that help the business control costs and ensure materials are available when needed.

What you'll be doing...

Key Responsibilities
1. Purchasing Administration Raise and receipt purchase orders for stock and non-stock items following agreed processes and guidance.

Check that quantities, prices and coding on purchase orders are correct, and update them when needed.

Track order status (including back-orders and delivery dates) and follow up with suppliers or colleagues where items are late or unclear.

Support Capex project purchasing by creating POs from approved requests and ensuring documentation is complete and correctly filed.
2. Systems & Data Maintenance (ERP / SAP / Sage)
Enter and update purchasing and stock information in ERP systems (e.g. SAP, Sage) under guidance from the team.

Help create and update product/material codes, descriptions and supplier records.

Keep basic data up to date (e.g. prices, lead times, stock locations) to ensure reports are reliable.

Raise any system issues or data errors you spot and help resolve them with support from more experienced colleagues.
3. Basic Data Analysis & Reporting Extract data from ERP systems and Excel to support simple reports on spend, stock and supplier performance.

Maintain and update regular reports (e.g. open PO lists, back-order reports, stock usage summaries) using templates provided.

Use Excel to clean and organise data (sorting, filters, pivot tables, lookups with training) and highlight obvious issues or trends to the team.

Support Purchasing and Finance with data needed for budgeting, forecasting and month-end tasks.
4. Process & General Support Follow company purchasing and approval procedures, helping to keep records tidy and well organised.

Support audits and internal checks by providing requested documents and system information.

Suggest small improvements to spreadsheets, reports or ways of working when you see a better, simpler way.

Help maintain step-by-step guides and basic instructions for purchasing and system tasks.
5. Communication & Teamwork Work closely with the Purchasing Manager, Purchasing Coordinator, Logistics and Finance teams.

Communicate clearly with colleagues and suppliers about order details, delivery dates and simple queries.

Ask questions when unsure and be open to learning from more experienced team members.

Support a “One Team” culture by helping others and sharing information openly.

A little bit about you...Skills & Capabilities Comfortable working with numbers and basic data.

Good Excel skills (or willing to learn), including filters, sorting, basic formulas and an interest in learning pivot tables and lookups.

Basic understanding or interest in ERP systems (e.g. SAP, Sage) and how they are used in purchasing and stock control.

High attention to detail and a careful, accurate approach to data entry and documentation.

Organised and able to manage several simple tasks at the same time while meeting agreed deadlines.

Clear communicator, both in writing and verbally, with a helpful and professional manner.

Positive attitude, willing to learn, follow processes and take feedback on board.

Experience & Qualifications Some experience (including placements or similar) in an office, administration, finance, purchasing or logistics environment is helpful but not essential.

Familiarity with Excel and basic data handling is desirable; training will be provided to build your skills.

Any exposure to ERP systems (e.g. SAP, Sage) is an advantage but not required – full training will be given.

Further education qualification in business, supply chain, finance, data/analytics or a related subject is desirable but not essential.

A genuine interest in purchasing, data and learning how ERP systems support the business is important.

A little bit more about us...We believe in building…