Procurement Administrator

Position Overview: The Procurement Administrator will centralise and coordinate all purchase order (PO) activity across Alcazar’s portfolio of entities and projects, acting as the single point of ownership for the agreements-to-PO process. This role maintains an accurate, up-to-date register of signed agreements and POs, and ensures that agreement terms, values, and status are shared with Cost Control/Finance on a regular basis to support accurate spend forecasting and accrual preparation. The successful candidate will bring structure, discipline, and consistency to the PO process.

Responsibilities:

• Agreements & contracts tracker: Maintain a centralised folder and master tracker covering all signed project-related agreements across all entities – capturing counterparty, contract value, start & end dates, renewal or termination notice periods, scope, internal owner, and status (active/expiring/expired). Proactively flag upcoming renewals and expiries.
• Agreement compliance: Confirm a signed agreement is in place before any related PO is issued, and flag gaps.
• Finance visibility & forecasting support: Share the agreements/PO tracker with Cost Control/Finance on a regular (e.g. weekly) basis, giving visibility of committed values, timing, and status so Finance can accurately forecast spend and prepare accruals. No agreement should be finalised without the tracker being updated and circulated to Finance.
• Amendment & novation control: Update and maintain the tracker whenever an agreement is amended, extended, or novated. The amendment/novation process is led by the relevant agreement stakeholder; this role is responsible for keeping the tracker accurate once changes occur.
• PO preparation: Once an agreement is signed, prepare the corresponding PO based on cost controller inputs, ensuring correct project allocation, category, and scope/values.
• PO/ERP ownership: Own the full PO lifecycle in the ERP, from creation through following up with the final approver (Principal) for approval, to confirmation and sharing the final approved PO with the end user or initial requestor.
• PO revisions: Action any required PO revisions, following approval and instructions from the cost controller.
• Vendor master data/onboarding: Register and maintain vendor records in the ERP ahead of PO issuance.
• Vendor query resolution: Act as first point of contact for vendor queries on PO or contract status, escalating to cost control where needed.
• Standardisation across entities: Apply consistent PO numbering, templates, and filing conventions across all entities and projects, in line with formats agreed with the cost control team.

Relationship Management:

• Cost Control & Finance: Primary day-to-day counterpart — provide the agreements/PO tracker on a regular cadence and respond to ad hoc requests to support spend forecasting, accrual preparation, and budget monitoring.
• Legal: Coordinate on the execution status of agreements and obtain confirmation before initiating any related PO.
• Vendors: Act as first point of contact for PO and contract status queries, maintaining professional and timely communication.
• Project/Asset teams & requestors: Liaise on PO requisitions, delivery/scope confirmations, and any required PO revisions.
• Principals/Approvers: Follow up to secure timely PO approvals within the ERP workflow.

Leadership:

• Reports to the Senior Cost Controller / Cost Control function.
• Individual contributor role with no direct reports initially; expected to work independently once processes are established and to exercise sound judgement in flagging risks (e.g. a PO requested without a signed agreement in place).

Qualifications and Skills:

• 3 to 5 years in procurement, purchasing, or contracts administration, ideally in a multi-entity or project-based environment (energy, infrastructure, or construction a strong plus).
• Experience with PO/ERP systems (SAP, Oracle, Dynamics, or similar).
• Strong Excel skills.
• Working knowledge of contract terms and procurement controls (approval matrices, segregation of duties, audit trail).
• Highly organised and detail-oriented, able to manage a high volume of POs and contracts across multiple entities accurately.
• Good communication skills — will coordinate regularly with vendors, finance, legal, and project teams, potentially across jurisdictions.
• Bachelor's degree in business, supply chain, finance, or related field (or equivalent practical experience).