Procurement Assistant

Job Overview

The Procurement Assistant supports the Procurement and Logistics team by ensuring accurate processing of sales orders and maintaining effective relationships with internal teams and suppliers. You'll help drive the sales order process with accuracy and efficiency, build strong relationships with internal teams and suppliers, and ensure materials are sourced and delivered on time. This role is ideal for an organized, proactive, and eager individual in a fast‑paced environment.

• Collaborate with internal teams (sales, operations, finance, internal stakeholders) to understand procurement needs.
• Utilize procurement software (SAGE, Auto Task) to manage and track orders, inventory, and supplier performance.
• Create purchase orders in Sage, maintain records of placed orders and relevant ticket numbers in Auto Task.
• Expedite orders, keep records, and keep client account managers and stakeholders informed.
• Carry out goods receipt in Sage and Auto Task, complete and approve orders for client invoicing in Auto Task.
• Work with accounts team to resolve invoicing discrepancies or enquiries.
• Develop and maintain supplier relationships to ensure best support and customer service.
• Oversee the procurement cycle from sourcing to delivery, ensuring compliance with company policies and best practices.
• Maintain accurate records and reports for all procurement activities, including cost analysis, vendor performance, and inventory levels.

• Enter sales orders in line with customer order details.
• Accurately check all customer orders to ensure minimum information has been provided by the sales team, including:

• Customer information (contact details, delivery information)
• Full description of the goods and services sold
• Financial information
• Billing details
• Credit checks performed
• Service start and end dates
• Signed documentation (e.g., Order forms, Panda Docs, POs, SoWs)

• Conduct a contract review upon receipt of the customer order against the original quotation, resolving and documenting any differences.
• Maintain records for quotations, customer orders, contract review information, and order amendments.
• Initiate operational fulfilment workflow processes, including procurement, PMO, and provisioning process initiation.
• Notify stakeholders of next steps, including key points of contact for the order.
• Resolve queries with sales and operations teams where required.
• Inform procurement team of any changes in delivery requirements and commercial implications.
• Allocate ordered licenses to the correct technical team.
• Provide support for external audits.
• Monitor central mailboxes and respond to messages accordingly.
• Update team spreadsheets and perform general administration.

• GCSE English and Mathematics - Grade 5+
• Previous administration experience
• Excellent verbal and written communication skills
• Attention to detail
• Excellent IT skills
• Experience of CRM

• Company pension scheme (salary sacrifice)
• Death in service benefit (4× annual salary)
• 25 days holiday plus public holidays, plus 3 days for Christmas closure and your birthday off
• 4 days working from the office, 1 day remote
• On-site parking
• Bupa Cash Plan
• Social calendar (including summer BBQ and Christmas party)
• Employee Assistance Program
• VCG Learning Academy
• On-the-job training provided by line manager and colleagues
• Professional development support with financial assistance and allocated study time for industry accreditation