Purchasing Administrator

The Purchasing Administrator is responsible for the operational execution of procurement activities at the USA facility. This role serves as a vital link between internal stakeholders and suppliers by processing purchase requisitions (PRs), converting them into purchase orders (POs), and ensuring timely delivery of materials and services. The position requires strong organizational skills, attention to detail, clear communication with both suppliers and internal teams, and the ability to manage multiple priorities in a fast-paced manufacturing environment.

Success is measured through accurate and timely PR/PO processing, supplier responsiveness, and stakeholder satisfaction.

• Experience in purchasing, procurement administration, or supply chain coordination (manufacturing or industrial environment preferred).
• Strong working knowledge of purchase requisition and purchase order processes, including PR/PO lifecycle management.
• Proficiency with ERP, ideally D365 or similar system
• Excellent organizational skills and ability to manage multiple tasks with competing deadlines.
• Strong attention to detail and commitment to data accuracy.
• Clear and professional written and verbal communication skills.
• Ability to work collaboratively across departments and build effective relationships with suppliers and internal stakeholders.
• Intermediate to advanced skills in Microsoft Office (Excel, Outlook, Word).

• Review, validate, and process purchase requisitions (PRs) from internal departments (Production, Maintenance, Engineering, Operations, etc.).
• Convert approved PRs into purchase orders (POs), ensuring accuracy of specifications, quantities, delivery dates, pricing, and account coding.
• Maintain PO documentation and ensure compliance with company procurement policies, approval workflows, and authorization limits.
• Issue POs to suppliers via email, portal, or ERP system and obtain acknowledgement/confirmation.
• Track PO acknowledgements and address any discrepancies or exceptions (pricing differences, delivery date changes, part number mismatches).
• Maintain accurate and up-to-date records in the D365 system (PO details, supplier information, lead times, pricing, delivery dates).
• Update PO status (acknowledgement received, shipped, delivery date changes, receipt confirmed, closed).
• Support master data quality by flagging incorrect or outdated supplier details, pricing, or lead times for correction.
• Generate and distribute reports as needed (open POs, overdue deliveries, PO spend, etc.).
• Ensure audit readiness by maintaining organized documentation (POs, acknowledgements, correspondence, change logs).
• Ensure all procurement activities comply with company policies, ethical standards, and applicable regulatory requirements.
• Identify opportunities to improve purchasing processes, reduce cycle times, and enhance data quality.
• Collaborate closely with Production Planning, Manufacturing, Maintenance, Engineering, and other departments to understand material and service needs.
• Provide status updates to internal stakeholders on order progress, delivery dates, and any supply issues or delays.
• Support urgent/expedited requests and communicate realistic lead times based on supplier feedback.
• Serve as the primary day-to-day contact for suppliers regarding purchase orders, delivery schedules, and order status.
• Expedite orders to meet production schedules and urgent requirements; proactively follow up on open POs approaching due dates.

Tracerco is a world leading industrial technology company with over 65 years’ experience. We provide companies all over the world with the insights they need to make informed decisions about their operations.

Using innovative technology. We measure the unmeasurable. We access the inaccessible We help solve the impossible.

At Tracerco, every individual is valued and respected. We believe attitude is everything, and are committed to developing the ambitious, the curious, the motivated and the talented.

We challenge everyone to be the best, explore varied roles and specialize in an area you enjoy and excel in a diverse and flexible career.

We strive for excellence and want you to do the same.