Purchasing Administrator

The Purchasing Administrator plays a crucial role in ensuring a smooth and efficient procurement process for the Harper Collins Technology Team.

They are responsible for managing purchase orders, tracking deliveries, maintaining relationships with suppliers. 

This role also involves administrative tasks such as raising Purchase Orders using the JDE system, coding invoices via TAP Bottomline, maintaining the Technology Purchasing Tracker, updating Capex and Opex Trackers for the Technology Division, managing the IT Purchasing Mailbox, and preparing and updating procurement documentation. 

Key responsibilities of a Purchasing Administrator include:

• Managing Purchase Orders:

Preparing, issuing, and tracking purchase orders via JDE to ensure timely delivery of technology equipment and services as well as accurate accounting and charging to the relevant departmental cost centre.

• Supplier Communication:

Acting as a point of contact for suppliers and resolving issues. 

• Inventory Management:

Monitoring stock levels for technology hardware, ensuring adequate supplies, and coordinating with suppliers to replenish inventory.

• Problem Solving:

Resolving supply issues, coordinating with internal teams, and ensuring timely delivery of goods and services.

• Budget Management:

Assisting in the monitoring of the purchasing budget, ensuring that spending aligns with departmental financial goal.

• Reporting and Analysis:

Ad-hoc assistance with report generation for laptop refresh and any other department specific spreadsheets.

• Compliance:

Ensuring that all purchasing activities comply with company policies.

 Additional skills and qualifications often sought for this role include:

• Organisational skills: The ability to manage multiple tasks and prioritize effectively. 

• Attention to detail: Ensuring accuracy in data entry and documentation. 

• Communication skills: Communicates well at all levels with suppliers and internal teams.

• Computer proficiency: Using software for managing purchase orders, tracking orders, and communicating with suppliers. Good working knowledge of Microsoft packages, particularly excel.

 Benefits

• Hybrid working model (3 days in the office)

• 27 days holiday plus bank holidays (option to buy and sell holiday days) 

• Enhanced pay for maternity, paternity, adoption and shared parental leave 

• Private healthcare cover and life assurance 

• Summer Hours  

• Free access to HeadSpace, employee assistance programme (24 hour helpline), mental health first aiders, and a wellbeing portal 

• Season ticket loans (from day 1 for entry level) and cycle to work scheme 

• Relocation Rent Support Loan  

• Employee networks: HC All In (open forum), Elevate (for ethnic minority colleagues), HarperParents, Menopause at Work, Pride at HC, Social Mobility Network and Neurodiversity at Work

• Unlimited training on our Learning and Development portal, management courses (up to MA level) and mentoring programmes 

• Virtual GP and eyecare vouchers 

• Gym membership discount 

• Charitable donation matching and 2 volunteering days 

• We're a certified Carbon Neutral company

• Green Electric/Hybrid Car Benefit Scheme (salary sacrifice)

• With Trees for Life we plant a tree in the Highlands of Scotland for every permanent hire

• Free e-books and audiobooks, digital newspaper subscriptions and discounts on books 

• Subsidised canteen and retail discounts 

• Onsite prayer room 

The Book Trade Charity offers financial support to people looking to enter the book trade but who may struggle to afford the costs of attending interviews and undertaking internships or entry level positions. For more information visit  https://www.btbs.org/

At HarperCollins, we value authenticity and integrity in our recruitment process. To ensure a fair and accurate evaluation of all applications, we ask that all responses to assessment questions reflect your own thoughts, experiences, and capabilities.  This allows us to fairly assess your knowledge, skills, and experience to determine how they align with the role. We value diverse perspectives and genuine contributions, even if answers are not perfect. The use of AI tools or external assistance to generate responses is discouraged unless explicitly permitted for specific tasks.

If you wish to discuss anything regarding this position and/or your application to this role, please reach out directly to [email removed - click apply for more details] with subject heading ‘Vacancy Query’ plus the job title and we will aim to get back to you within 5 working days.

Please note, if you are interested in the role you would need to submit your application via Applied. We do not accept email applications.