Procurement Coordinator

About Our Client

Heroix is collaborating with an established organisation operating within the technical services sector. Our Client brings together specialist knowledge, a forward-looking approach and a firm focus on delivering reliable solutions while continually raising operational standards.

Role Overview

The ​​​​​​​​​​​​​​Procurement Coordinator will contribute to the efficient running of the Company’s buying activities, working under the direction of the Purchasing Assistant Manager. The position involves sourcing quotations, processing orders, coordinating with vendors and keeping purchasing information complete and accurate. It is well suited to an organised professional who can manage several priorities while supporting colleagues across the Business.

Key Responsibilities

• Quotation Management: Obtain and compare commercial proposals from vendors in accordance with the Company’s authorisation requirements.
• Order Processing: Create purchasing orders for authorised requirements and stock replenishment, ensuring all information is entered correctly.
• Order Monitoring: Check vendor acknowledgements, expected fulfilment dates and shipment progress, taking timely action when delays arise.
• Vendor Liaison: Communicate with domestic and overseas vendors regarding costs, stock levels, product information and outstanding purchases.
• Purchasing Records: Keep the procurement platform updated and maintain complete electronic records of quotations, orders, invoices and related correspondence.
• Delivery Coordination: Work closely with stores and logistics personnel to arrange incoming goods and share relevant delivery information.
• Supplier Administration: Help maintain current vendor details and contribute information used to assess supplier performance.
• Issue Escalation: Recognise concerns relating to product standards, shortages or late deliveries and refer them to the Purchasing Assistant Manager.
• Reporting Assistance: Support the preparation of purchasing updates, summaries and management information when required.
• Internal Support: Answer purchasing enquiries from colleagues and provide information concerning item availability and anticipated delivery periods.
• Departmental Coordination: Join relevant meetings and gather information needed to align buying activities with operational requirements.
• Procedural Compliance: Carry out purchasing activities in accordance with internal controls, approval routes and governance requirements.
• Quality and Audit Support: Maintain documentation to an appropriate standard for internal reviews, reporting and audit purposes.
• Discrepancy Management: Identify irregularities within orders, records or supporting documents and bring them to the attention of the appropriate person.
• Additional Duties: Undertake other reasonable responsibilities associated with the position, as business requirements may evolve.

Qualifications, Skills and Attributes

• Education: An MQF Level 4 qualification in procurement, business administration or another relevant discipline is required.
• Experience: At least 2 years of experience within purchasing, buying, procurement administration or a comparable support position is expected.
• Language Skills: Excellent command of English is required to succeed in this role. The ability to communicate in Maltese would be an asset.
• Communication Skills: Confident written and verbal communication skills, with the ability to exchange information clearly and professionally.
• Interpersonal Skills: A cooperative and respectful approach when working with vendors, colleagues and stakeholders from different departments.
• Purchasing Knowledge: A practical understanding of ordering procedures, supplier dealings and the records associated with procurement activities.
• Technical Skills: Competence in Microsoft Excel, Word and Outlook is essential. Previous exposure to an ERP or purchasing application would be advantageous.
• Organisation: The ability to keep information methodically arranged, maintain accurate records and complete assignments within the required timeframes.
• Time Management: Strong prioritisation skills and the capacity to manage concurrent duties without compromising accuracy.
• Self-Motivated: A dependable and accountable individual who takes ownership of daily responsibilities and contributes positively to the team.
• Problem-Solving: A practical mindset for recognising inconsistencies, suggesting straightforward solutions and seeking assistance when appropriate.
• Adaptability: The ability to become familiar with new digital tools, purchasing systems and working methods within a reasonable period.
• Professional Integrity: A commitment to responsible conduct, confidentiality and adherence to the Business’s values and operating requirements.

What's on Offer

• Compensation: A competitive remuneration package commensurate with the successful candidate’s experience and capabilities.
• Working Hours: Details relating to the working schedule will be discussed during the selection process.
• Other Benefits: Further information regarding the benefits attached to the position will be provided to shortlisted applicants.
• Career Development: Opportunities to strengthen procurement expertise and progress professionally within an established organisation.

What Heroix Offers

• Confidentiality and Discretion: Your job search will be handled with the utmost confidentiality and professionalism.
• CV Review: Receive candid and constructive feedback to enhance your CV.
• Interview Planning: Get personalised preparation sessions prior to your interviews.
• Cultural Fit Assessment: Understand the company culture to ensure it is the right environment for you.
• Long Term: Gain insights into the role and company for a long-term, stable career move.
• Exclusive Opportunities: Access a broader range of job opportunities.
• Personalised Candidate Profile: Stand out with a detailed profile highlighting your strengths and skills.
• Ongoing Support and Guidance: Benefit from continuous support throughout your job search process.
• Networking Opportunities: Leverage our extensive network of industry contacts for exclusive positions.
• Time Efficiency: Save time and effort with our efficient and effective recruitment strategies.
• Tailored Job Matching: Find the perfect fit with customised job matching based on your skills and career goals.
• Feedback Loop: Stay informed and engaged with regular updates and feedback on your application status.

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