Purchasing And Procurement Co-Ordinator

  • DOE
  • Harrietsham, Maidstone, Kent
  • Knight Optical (U.k) Limited

The primary focus of the role is to ensure that quality suppliers are managed and maintained through regular communication and relationship building. You will assist the QA & Purchasing team on tasks relating to the timely and cost-effective procurement while supporting QA on stock control, administrative duties and reporting.

The Purchasing and Procurement Administrator will maintain the department’s effectiveness and efficiency at all times while contributing to the development and execution of process improvements required. You will be expected to establish and develop collaborative relationships with suppliers through regular communication and excellent customer service.


• Managing and maintaining the Key supplier database – Through strategic relationships with Key Suppliers.

• Identify New Suppliers, agree terms and negotiate supply chain agreements.

• Negotiating supplier contracts and call off’s, price structures,

• Delivery costs, warranties and consignment stock and tooling.

• Manage and Maintain supplier grading system.

• Research, Source and introduce new product supplier’s.

• Processing orders (UK and US).

• Placing purchase orders with suppliers.

• Chasing up unconfirmed Purchase Orders.

• Chasing up pro-forma billing.

• Setting up Business Partners in SAP.

• Obtaining NDAs/ questionnaires from new suppliers.

• Checking daily deliveries and remove closed orders.

• Maintaining up to date internal database records.

• Communication with USA office and directors.

• Preparing reports (KPI, jobs turn over)

• Managing and maintaining the supplier database.

• Ensuring correct purchasing pricing/cost of labour is updated in SAP.

• Managing and maintaining supplier score cards.

• Additional administrative/operational support as required to support the needs of the business.

QA and Stock Control:

• Processing metrology reports along with any relevant paperwork to account managers

• Assisting with orders and requests from customers

• Taking ownership of tasks and ability to prioritise

• Managing delivery expectations (tracking time and custom communication)

• Liaise with members of staff/customers to keep them up to date with due dates, delays etc.

• Ability to work in a fast paced, multi-tasking and busy environment

• Process / input of dispatch notes and invoices for UK and USA

• Locating products, for the orders, ensuring that they are correct & accurate (double checking)

• Develop and sustain good relationships with all departments UK and USA

• Picking items from stock

• Ordering stationery and office supplies

• Preparing reports (KPI, jobs turn over)

• Dealing with returned and faulty goods

• Assist in the review of system generated reports to ensure physical and actual stock levels remain synchronised

• Update stock values to match the most recent purchase cost.

• Assist in weekly/monthly stock checks taken from random selection.

• Assist in full annual stock count.

Skills and Aptitudes

• Experience in purchasing or similar role.

• Competent with MS Outlook, Excel, Word.

• Attention to detail is key alongside the ability to handle pressure.

• Self-motivated.

• Strong work ethic.

• Strong verbal and written communication skills.

• An excellent telephone manner.

• Strong interpersonal skills.

• SAP (training will be provided).

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