Procurement Administrator

Location - Hawthorn VIC
- Job Type - Full time
- Job Position - Procurement Administrator
- Position Close Date - 15 August 2025

**Procurement Administrator**

Are you a passionate procurement professional, who specialises in Purchase to Pay (P2P) and has a proven track record in ensuring the seamless operation of procurement processes from requisition to payment? Do you have experience in the Aged Care/Health Care sector?

Based at our Support Office in Hawthorn, you will be responsible for managing purchase orders, coordinating supplier transactions, maintaining compliance with procurement policies and supporting financial controls related to purchasing activities.

**Key Responsibilities**:

- Manage new vendor requests, ensuring compliance with procurement policies and maintaining accurate supplier records.
- Maintain the Aeralife-approved catalogue, including the creation, obsolescence, status and pricing updates ensuring accuracy and alignment with procurement guidelines.
- Assist in report preparation, including procurement performance metrics, spend analysis, and compliance assessments.
- Monitor compliance on procurement practices, ensuring adherence to corporate policies, regulatory requirements, and ethical sourcing principles.
- Support facilities with sourcing requests, identifying cost-effective solutions and coordinating supplier engagements.
- Manage supplier qualification and compliance, verifying credentials, certifications, and adherence to contractual obligations.
- Assist in project-related procurement tasks, supporting sourcing strategies and vendor negotiations for specific initiatives.
- Resolve invoice discrepancies, working closely with finance to ensure timely payments.
- Provide training and guidance to system users, supporting a centrally led but decentralized purchasing process.
- Collaborate with the Procurement Manager to align purchasing activities with strategic procurement goals.
- Support internal stakeholders with procurement inquiries, guiding them on best practices and system functionalities.
- Maintain and update supplier records, ensuring adherence to contractual agreements and regulatory requirements.
- Monitor procurement workflows and recommend process improvements to enhance efficiency.
- Support internal stakeholders with procurement-related inquiries and provide guidance on P2P policies.
- Ensure all procurement transactions are recorded and maintained for audit and reporting purposes.
- Assist in supplier negotiations, contract management, and sourcing activities as required.
- Collaborate with the finance department to reconcile procurement expenditures with budgets and forecasts.
- Use procurement software and ERP systems to track purchase orders, approvals, and supplier performance.
- **Training & Guidance** - Assist in **training and supporting system users** in a centrally-led but decentralized purchasing process, ensuring alignment with procurement policies and best practices. Provide guidance on system functionalities, troubleshooting, and compliance requirements to enhance user efficiency.

**What you Bring to the Role**:

- **Purchase to Pay (P2P) Expertise** - Strong knowledge of the P2P lifecycle, including requisitioning, purchase order creation, goods receipt, and invoice processing.
- **ERP & Procurement Systems** - Experience with platforms such as SAP, Oracle, Coupa, or Ariba for managing procurement workflows.
- **Financial Acumen** - Understanding of accounts payable processes, cost control, budgeting, and financial compliance.
- **Contract Management** - Ability to review supplier agreements, ensure adherence to contractual terms, and support negotiation processes.
- **Data Management & Reporting** - Ability to extract, analyse, and report procurement data to support decision-making and compliance audits.
- **Attention to Detail** - Ensuring accuracy in purchase orders, invoices, and supplier records to maintain compliance and efficiency.
- **Problem-Solving** - Capability to troubleshoot procurement discrepancies, resolve invoice mismatches, and handle supplier issues.
- **Communication & Stakeholder Management** - Strong interpersonal skills to liaise with internal departments, vendors, and finance teams.
- **Process Improvement Mindset** - Identifying areas to enhance efficiency and suggesting improvements for procurement operations.
- **Adaptability & Time Management** - Ability to manage multiple procurement tasks within tight deadlines in a fast-paced environment.
- **Ethical & Compliance Awareness** - Understanding procurement regulations, corporate policies, and industry best practices.
- **Attention to Detail**- High level of accuracy and a strong attention to detail.
- **Organisation**-**Demonstrates strong business acumen and organisational skills.

**Desirable**
- Minimum 3 years’ experience in Procurement.
- Knowledge and experience in the Aged Care/ Health Care sector.
- Tertiary qualification in procurement, contract manageme