Purchasing and Data Coordinator

Overview

In this entry‑level role, you support day‑to‑day PO processing and stock administration, ensuring purchasing data stays accurate in systems like SAP, Sage and Excel. You work closely with the Purchasing Manager and Coordinator to perform simple analysis and reporting that help control costs and maintain material availability. You will maintain ERP data, raise POs, and help with basic budgeting and forecasting tasks. This role offers exposure to procurement and data management within a collaborative, growth‑minded team.

Responsibilities

• Raise and receipts purchase orders for stock and non‑stock items following approved processes
• Validate quantities, prices and coding on POs and update as needed
• Track order status, manage late deliveries and liaise with suppliers or colleagues
• Support Capex project purchasing by creating POs from approved requests and ensuring documentation is filed
• Enter and update purchasing and stock information in ERP systems (SAP, Sage) with guidance
• Create and update product/material codes, descriptions and supplier records
• Maintain basic data (prices, lead times, stock locations) for reliable reports
• Raise system issues and help resolve with support from senior colleagues
• Extract data from ERP and Excel to support simple spend, stock and supplier reports
• Maintain regular reports (open PO lists, back‑order, stock usage) using templates
• Use Excel for data cleaning and organization (filters, sorting, basic formulas, pivot tables, lookups)
• Support budgeting, forecasting and month‑end tasks with data
• Follow purchasing and approval procedures and keep records tidy
• Assist audits by providing documents and system information
• Suggest small improvements to spreadsheets, reports or ways of working
• Help maintain step‑by‑step guides for purchasing and system tasks
• Collaborate with Buying, Logistics and Finance teams
• Communicate order details and delivery dates clearly with colleagues and suppliers
• Ask questions and learn from experienced team members
• Support a One Team culture by sharing information openly

Key requirements

• Some office, administration, finance, purchasing or logistics experience is helpful but not essential
• Familiarity with Excel and basic data handling is desirable; training provided
• Exposure to ERP systems (e.g., SAP, Sage) is an advantage but not required; training provided
• Interest in business, supply chain, data/analytics or related subjects is advantageous
• Genuine interest in purchasing, data and how ERP supports the business

• Clear communication (written and spoken)
• Detail‑oriented and accurate with data
• Organised and able to manage multiple tasks
• Excel (filters, sorting, basic formulas, pivot tables, lookups)
• Basic data handling and reporting in Excel
• Familiarity with ERP systems (SAP, Sage)

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