Procurement Assistant

About The Role

Job Purpose: The Procurement Assistant provides key administrative and coordination support to the Procurement team, helping to ensure engineers have the correct materials, equipment, and supplier support required to deliver services across programmed and reactive workstreams. Using the Protean management system and following company procedures, the role supports the smooth running of procurement activities while maintaining accurate records, job costing, and invoicing processes.

Working closely with operational teams, suppliers, and accounts, the role involves monitoring procurement inboxes, matching PODs and receipt advice notes, resolving discrepancies, and chasing outstanding information to ensure workflows continue efficiently. The Procurement Assistant will also support weekly reporting activities to help maintain compliance with internal processes and procurement service level agreements, escalating issues where required.

Key Responsibilities

• Provide day to day administrative support to the Procurement team in a professional and proactive manner.
• Process and raise purchase orders accurately on the Protean management system in line with company procedures.
• Ensure materials, equipment, and supplier documentation are accurately recorded and allocated against the correct jobs and clients.
• Support the accurate booking in and booking out of materials on Protean to maintain job costing accuracy and support invoicing processes.
• Identify and investigate discrepancies relating to orders, invoices, PODs, or unallocated materials, taking appropriate action to resolve issues promptly.
• Liaise regularly with operational teams, suppliers, and the accounts department to chase outstanding documentation, clarify queries, and maintain workflow progress.
• Escalate ongoing issues, delays, or compliance concerns to the Procurement Manager where appropriate.
• Run and maintain weekly reports to monitor outstanding PODs, uncollected orders, unmatched invoices, and other procurement related exceptions.
• Support the team in maintaining procurement SLAs and compliance with internal processes and procedures.
• Contribute positively to the wider team and support colleagues with additional tasks where required.
• Assist the Procurement Manager with supplier reviews and other procurement related administrative activities.

Skills & Qualifications

• Good organisational skills with the ability to prioritise workload and manage multiple tasks effectively.
• Strong attention to detail and accuracy when processing information and maintaining records.
• Good verbal and written communication skills, with the ability to build effective working relationships across teams.
• Comfortable working with systems and data, including management systems such as Protean.
• Proactive approach to problem solving, with confidence to investigate issues and follow them through to resolution.
• Ability to work collaboratively within a team environment while taking ownership of individual responsibilities.
• Basic analytical skills and confidence in running and reviewing reports.
• Flexible and adaptable approach to work within a fast paced operational environment.
• Previous administration experience is desirable, ideally within procurement, operations, scheduling, or a similar support function.

Personal Attributes

• You pride yourself on truth and share knowledge for the greater good.
• You are committed to improvement and are an active team participant.
• You accept responsibility for your role and promote ownership in others.
• You have a desire to be successful and achieve goals, whether small or large.
• You are flexible to meet business needs and actively work towards expanding your knowledge and skills.

We are an equal opportunities employer, and we welcome applicants no matter what their ethnicity, gender, sexuality, beliefs, or nationality.