The Role – Continued
This position would suit an organised and detail-focused individual who is looking to develop a career in procurement within an engineering and manufacturing environment.
Working closely with Buyers and colleagues across the business, the Junior Buyer will help maintain accurate purchasing records, coordinate with suppliers and provide administrative support across direct, indirect and facilities-related procurement.
Purpose
To support the efficient operation of Gulmay’s procurement function through accurate purchase-order administration, supplier and contract record management, routine purchasing, and effective communication with suppliers and internal teams.
Key Responsibilities
Purchasing Administration
- Raise, process and maintain purchase orders within the ERP system in accordance with approved requests and business requirements.
- Support Buyers with order placement, order acknowledgements, supplier follow-up and general purchasing activities.
- Ensure purchase orders contain accurate pricing, quantities, delivery dates and supplier references.
- Attach and maintain supplier quotations, order acknowledgements, certificates and correspondence within ERP records where required.
- Process routine, low-value and administrative purchasing requirements.
- Support the resolution of purchase-order discrepancies and administration queries.
Supplier Management & Performance
- Set up and maintain supplier records within the ERP system, ensuring supplier master data remains accurate and up to date.
- Monitor and control changes to supplier information, including banking details, addresses, tax information, contact details and risk-related data.
- Ensure changes to supplier information are appropriately approved and documented.
- Support supplier-compliance activities by maintaining complete and current supplier documentation.
- Manage the filing, storage and organisation of supplier agreements and commercial documents, including Non-Disclosure Agreements, Goods Supply Agreements, Goods Supply & Development Agreements, and standard Terms & Conditions.
- Maintain the central contracts register, ensuring accurate version control, document traceability, key-date monitoring and timely renewal planning.
- Ensure supplier agreements and contractual documents are stored correctly, remain accessible and are linked to associated purchase orders and supplier records where applicable.
- Support supplier-performance reviews by maintaining accurate information and documentation for procurement and compliance activities.
Supplier Communication
- Support supplier-onboarding activities and maintain supplier records within the ERP system.
- Maintain regular communication with suppliers regarding outstanding information and documentation requests.
- Support Buyers in monitoring outstanding purchase orders and delivery commitments.
- Support the resolution of purchase-order, delivery-note and invoice discrepancies in collaboration with Goods In and Accounts teams.
Data & System Maintenance
- Maintain accurate purchasing and supplier data within the ERP system.
- Conduct quarterly reviews of purchasing data to verify its accuracy and completeness.
- Ask suppliers to periodically review and refresh their company, commercial and purchasing information.
- Support data-cleansing activities relating to suppliers, part master data, pricing, lead times and purchasing records.
- Assist with maintaining purchasing parameters and supplier information as required.
- Maintain procurement trackers, reports and supporting documentation.
Indirect Procurement & Facilities Purchasing
- Manage routine indirect-purchasing requirements, including office supplies, consumables, stationery, PPE, kitchen supplies and general business requirements.
- Support procurement activities relating to facilities-management services, including waste disposal, cleaning, equipment servicing, utilities and maintenance providers.
- Obtain quotations and support negotiations for indirect goods and services where required.
- Assist with monitoring supplier performance and expenditure across indirect-spend categories.
- Help ensure continuity of supply for office, warehouse and facilities-related requirements.
Team Support
- Assist with supplier follow-up, shortage-management activities and order-status reporting.
- Support continuous-improvement initiatives within the procurement function.
- Work collaboratively with Buyers, Material Controllers, Stores, Goods In, Production, Engineering, Quality, Finance and other stakeholders.