Purchasing Assistant

Job Introduction

• Manage the purchase order process to support the helpdesk and administration function
• Liaising with the Stores Team to ensure efficiency of the procurement process
• To ensure that all documents and records are administered in line with company policy and procedure
• Ensure all system data input is made accurately and in accordance with legislative and company policy and procedure
• To provide support, including cover for holidays and periods of absence to the helpdesk and/or administration function

Role Responsibility

Context:

• Comply with all Sodexo company policies/procedures
• Comply with all legislative requirements
• Adhere to any local client site rules and regulations
• Role model safe behaviour  
• Strict adherence to reporting of sickness and being prevented from working due to types of illness or medical problems.
• Flexible approach to departmental and business requirements.

Main Assignments:

• Ensure that robust control procedures are maintained
• To maintain all areas of responsibility to the set service standards
• Comply with all company and client policies, site rules and statutory regulations relating to health and safety, safe working practices, hygiene, cleanliness, fire and COSHH.
• Report all faulty equipment, dangerous working practices and occurrences to your line manager immediately
• Comply with all relevant Sodexo and client policies and procedures
• To attend performance development reviews with your line manger to agree and take ownership of your training and development needs
• Attend team briefs, huddles and meetings
• To continue to develop one’s own skills and knowledge within the position, including any required training course
• Manager the end to end purchase order process, including obtaining the supplier quotation for parts, raising the purchase order, submitting the purchase order and notifying stores of the expected delivery date
• Chase outstanding purchase orders
• Maintain the contract stationery requirements across all contract units, including collating orders, raising orders, submitting to supplier and distribution round site
• Collate and submit bottled water orders across the contract, organising on site delivery and escorting of delivery driver across units
• To maintain excellent client/customer relationships
• To provide support for any additional ad-hoc services provided as required, for example administrative or office support
• To provide support and absence cover to Helpdesk and/or administration function
• To carry out any other reasonable tasks and/or instructions as directed by management
• Process all information with discretion and strict confidentiality in order to comply with data protection and other security requirements

The Ideal Candidate

• Demonstrate previous experience of transaction processing in administrative environment
• Excellent standard of literacy and numeracy
• Customer service focused and committed to providing a helpful, prompt, responsive service
• Ability to work alone and also as part of a team.
• Well organised and able to work to tight deadlines
• Must be able to demonstrate effective verbal and written communication
• Demonstrate attention to detail and adherence to standards
• Able to demonstrate working knowledge of MS Office (Word, Excel and Outlook)
• Good numerical ability

Accountabilities:

• Accurate monitoring and updates through log notes and effective escalation through the structure hierarchy as required
• Timely raising of purchases to support the completion of works within the contractual time scales
• To be presentable at all times in Sodexo Global uniform and maintain good levels of personal hygiene
• The role holder will be responsible for driving all aspects of service excellence across their operational business area including brand integrity, quality, compliance, Sodexo’s corporate social responsibility and service standards. The role holder will ensure that work is appropriately recognised

About the Company

In the UK and Ireland, Sodexo employs around 30,000 people, and partners with clients in many sectors across business and industry; schools and universities; sports and leisure; energy and resources; government and agencies; healthcare; justice and defence.

Sodexo’s connected; people-centric approach brings together a diverse range of expertise. The breadth of services it offers ranges from food and hospitality; cleaning; reception; concierge (Circles); security; property management and technical services through to data driven workplace strategy and design (Wx); employee engagement and recognition services (Sodexo Engage) and personal home services through Prestige Nursing + Care and the Good Care Group.

Vital Spaces is Sodexo’s value proposition that puts people at the heart of everything we do, bringing together services and solutions and focusing on the productivity and wellbeing of people wherever they are.

Sodexo is committed to being an inclusive employer; we welcome and encourage applications from people with a diverse variety of experiences, backgrounds and identities.

We’re a Disability Confident Leader employer. We’re committed to changing attitudes towards disability, and making sure disabled people have the chance to fulfil their aspirations.

We are building on our support to the Armed Forces community through the development of specific pathways within our recruitment process to  support ex-forces personnel and reservists, those applying for jobs with us who meet the ideal candidate criteria for the role advertised are guaranteed to progress to the selection process