Assistant Buyer

Role overview:

Procurement of materials and plant on small projects, and provides assistance to the Buying Team on larger more complex projects as required, based on information provided by the project team, to obtain the best products, service and financial benefit to the company without any detrimental effect to the project. Provide administrative support to the purchasing team

Role Scope:

• The Purchasing function is responsible for purchasing all materials and plant used in the course of the business.
• Running a number of small projects of various locations
• High commercial confidentiality needed.
• Head Office based with supplier and contract visits

Key Results Areas:

1. Delivery

• Attend and actively take part in team meetings as appropriate, ensuring actions are cleared to agreed timescales
• Monitor receipt of information and requisitions against agreed Material Buying Schedule reporting late receipt and effects on procurement
• Assist the buyers in the issue of enquiries, analyse and produce of orders to meet delivery requirements of the Site Team, taking due consideration of suppliers’ manufacture and delivery periods
• Process Purchase Orders at site set up and general orders as required
• The issue of orders for regional offices, staff and other non-project related products
• Assist with the input into business initiatives with the supply chain together with administering/leading category agreements, securing savings, rebates and compliance in line with project and company targets.
• Carry out due diligence of Suppliers, monitoring integration and effectiveness into the business. Support business streams in the integration of strategic suppliers into the business process.
• Support the establishment of performance led, long term supplier relationships focusing on value for money, service & product quality and continuous improvement to drive competitive advantage for Hill.
• Carry out clerical and administrative routines effectively
• Individually manage a number of small to medium sized projects.
• Prepare and issue enquiries to suppliers providing all required information, using document management system or other drawing storage portal.
• Produce purchase orders following the standard format, providing detailed, clear information for suppliers and to minimize invoice queries.
• Provide assistance to the buying team in the procurement of materials and plant across the business on a project by project basis.
• Provide administration support to the purchasing team, including maintaining the reporting systems for the business.
• Process purchase orders at site set up and general orders, as required.
• Assist with the issue of orders for Regional Offices, staff and other non-project related products

2. Supply Chain Management

• Liaise with external suppliers and internal colleagues.
• Ensure any supplier/material issues are relayed to the project teams including Senior Buyer & Purchasing Manager.
• Promote the Company’s reputation with suppliers at all times.

3. Quality & Compliance

• Wherever possible, based on information available, look to place bulk orders for materials. Support and promote this ethos to the team to minimise the number of orders issued, leading to best financial benefit and accurate control of materials
• Utilise the use of suppliers with a known pedigree for products and service
• Assist in maintaining the internal computer information systems for the business
• Ensure the production of orders contains all the relevant details and information to ensure the materials and plant supplied meets the agreed specification and site requirements
• Monitor receipt of information and requisitions against agreed Material Buying Schedule, reporting late receipts and effect on procurement.
• Ensure the production of orders contains all the relevant details and information to ensure the materials and plant supplied meet the agreed specification and site requirements
• Carry out clerical and administration routines with due diligence and in accordance with relevant procurement processes and company policies.
• Ensure that clerical and administrative routines are carried out expeditiously and effectively, driving the effectiveness and continuing development of the procurement process.
• Comply with relevant Health and Safety policy and relevant legislation
• Promote the company’s reputation at all times with external contacts
• Ensure compliance to the company’s policies and procedures

4. Financial

• Utilise the financial information on projects, materials resources schedules and preliminary costs, in order that purchasing materials and plant is carried out to the best financial benefit of the company, considering product specification, service and delivery needs of the project.
• Support the sourcing of alternative products/services to provide a better solution, from both a financial and delivery perspective
• Support the buying team on any trading initiatives, cost reduction strategies
• Support the utilisation of the most suitable procurement route for ordering materials
• Comply with agreed order signoff levels, ensuring they are sent to the designated person with the relevant cost comparisons for approval
• Support the monitoring of costs and providing feed back to the site team
• Assist with order placement in computer systems
• Liaising with the Accounts team to ensure query resolution and accurate and timely payments of invoices

5. People

• The ability to communicate effectively both verbally and in writing. The demonstration of effective listening and questioning to check understanding
• Work in partnership with other departments and proactively drive communication and problem solving
• Working to understand both internal & external customer needs to meet and exceed expectations and to establish and maintain longer term customer relationships

Success Measures:

• Provides administration support to the Buying Team as required, in accordance with relevant procurement processes and company policies
• Produces purchase orders following the standard format, providing detailed, clear information for suppliers, with minimal invoice queries
• Effectively prepares and issues enquiries to suppliers which provides all required information
• Maintains the reporting systems for the business
• Demonstrates good communication skills and is professional and collaborative with external suppliers and internal colleagues
• Escalates supplier/material issues in a timely manner
• Monitor’s receipt of information and requisitions against agreed Material Buying Schedule, reports late receipts
• Ensures the production of orders contains correct standard of information
• Utilises financial information on projects, materials resources schedules and preliminary costs as required
• Produces Buying Analysis
• Obtains the best products, service and financial benefits to the company without any detrimental effect to the project or wider business strategy
• Produce Buying Analysis ensuring detailed, accurate information is provided prior to issue and sign off on higher spend orders
• Support the implementation of new buying initiatives including commodity agreements & leveraging.
• Based on information provided by the project team, obtain the best products, service, and financial benefit to the company without any detrimental effect to the project or wider business strategy
• Monitor information and requisitions against agreed Material Buying Schedule reporting late receipt and effects on procurement.
• Liaise with the Accounts team to ensure accurate and timely payments of invoices, seeking to reduce invoice volume and queries
• Carry out clerical and administration routines with due diligence and in accordance with relevant procurement processes and company policies.
• Ensure that clerical and administrative routines are carried out expeditiously and effectively, driving the effectiveness and continuing development of the procurement process

Skills, Experience and Attributes:

• Higher level education (HNC/HND/Degree) preferred or qualified by experience
• Working experience/competency using back office systems essential
• Competency in the use of Microsoft office - advanced Excel, Intermediate Word and Power Point
• Have a basic knowledge and understanding of the compliance with Health and Safety policy and legislation
• Ability to research and analyse results coupled with excellent organisational skills and attention to detail
• Excellent written and verbal communication skills
• Time management skills
• Ability to work on own initiative and to timescales; deadlines for procurement can be extremely pressurised
• High levels of personal drive with the ability to think on your feet, committed, persistent and tenacious when faced with difficulties

The ability to adopt a pragmatic, yet disciplined approach to process compliance is essential