Procurement Administrator

This role involves managing the purchasing and procurement process for schools and nurseries, from preparing competitive quotes for IT hardware, software and services through to placing orders and tracking deliveries. You’ll work closely with suppliers, account managers and technical teams, while keeping clients updated on orders, managing software renewals and resolving procurement queries.

Role Detail Information

Job Title
Procurement Administrator

Department / Team
Education

Reporting Line
Finance Manager (Education)

Location
Cranfield

Employment Type
Permanent Full Time

Key Responsibilities

Quoting & Solution Sourcing: Prepare accurate, competitive quotes for schools and nurseries covering hardware (laptops, servers, interactive displays), software licensing, and specialised IT services.
Supplier & Vendor Management: Build and maintain strong relationships with IT distributors and manufacturers to secure educational discounts, deal registrations, and optimal pricing.
Order Processing & Tracking: Process client purchase orders, issue vendor orders, track deliveries, and manage stock allocations to ensure timely arrival at school sites.
Client Communications: Keeping schools and key personnel informed of orders, delivers and setting expectations
Licensing & Renewals: Track and manage software subscription renewals (e.g., Microsoft 365, Google Workspace, cybersecurity tools) to ensure uninterrupted service for clients.
Cross-Department Collaboration: Work closely with account managers, technical helpdesk staff, and field engineers to verify technical specifications prior to quote delivery.
Query Resolution: Act as the main point of contact for school business managers regarding procurement queries, lead times, and invoice reconciliations.

Skills, Experience and Knowledge

Experience: 1–3 years of experience in procurement, purchasing, or commercial administrative support (IT & education sector experience preferred).
Technical Aptitude: Familiarity with IT hardware, software licensing models and general technology terminology.
Commercial Experience– Understanding of competitive environments, quoting process, deciding margins and commercial attitude
Detail-Oriented: Exceptional organisational skills with precise attention to numerical accuracy and quote formatting.
Communication: Strong written and verbal communication skills tailored for client-facing and supplier interactions.
Software Proficiency: High proficiency in Microsoft Excel, Word, Finance packages (SAGE, Xero), PSA Systems (Autotask, Halo) and standard procurement software.

Success Measures

SLA Compliance – Quote turnarounds of 3 working days – 95%
Customer Feedback – 4/5 reviews on sales tickets – 95%
360 Peer Review – Positive reviews from colleagues and peers across the business
Margin / Gross Profit – Maintain margins on procurement activities

Values and Behaviours

Hard working
Attention to detail
Excellent communication skills
Ability to deal with multiple work streams and demands
Honesty
Integrity

Reward and Benefits

24 days’ annual leave, plus bank holidays, birthday leave and service milestone leave.
Option to buy up to 5 extra days’ holiday each year.
Enhanced family leave and sabbatical options.
Vitality private healthcare and eye care support.
Aviva pension scheme via salary sacrifice.
£1,000 employee referral bonus.
Monthly study day for structured development.
Perks at Work, Cycle to Work and Tech Purchase schemes.

Apply now for success