Procurement & Admin Assistant

About The Role:

The Procurement & Admin Assistant is responsible for managing procurement execution and supporting customer collections through relationship driven engagement. The role focuses on issuing and controlling purchase orders, managing vendor relationships, and supporting cash flow through proactive, respectful customer follow ups and promise to pay management. This role is relationship-led rather than purely transactional, requiring strong communication, negotiation, and coordination skills. Success in this role is driven by the ability to build trust with both vendors and customers while operating within defined financial controls and processes.

Key Responsibilities:

Collections & Customer Relationship Management

• Engage with customers to follow up on outstanding invoices and overdue balances
• Conduct promise-to-pay discussions and secure realistic payment commitments
• Build and maintain positive customer relationships to support timely collections
• Coordinate with internal Client Success Consultants (CSCs) to resolve billing issues or disputes
• Maintain accurate records of customer communications, commitments, and outcomes
• Review accounts receivable ageing and highlight collection risks or trends
• Provide input into collection performance reporting and cash flow visibility

Procurement & Vendor Management

• Manage end to end procurement activities, including purchase order issuance
• Perform budget checks prior to confirming or approving spend
• Ensure vendor onboarding and documentation requirements are met
• Negotiate vendor payment terms and commercial conditions
• Build and maintain strong supplier relationships to support service continuity
• Coordinate with internal teams to ensure timely delivery and fulfilment
• Support sourcing and evaluation of new vendors based on cost, quality, and reliability

Process, Controls & Support

• Ensure procurement and collection activities comply with internal policies and controls
• Support internal and external audits related to procurement and collections
• Identify opportunities to improve procurement and collections workflows
• Contribute insights on expected collections and committed spend to support cash flow management
• Maintain confidentiality and handle sensitive financial and commercial information appropriately

Core Competencies:

Relationship & Communication

• Strong relationship building and stakeholder engagement capability
• Confident and professional communicator across phone, email, and messaging
• Comfortable initiating conversations with customers and vendors
• Natural connector who builds trust and rapport quickly

Negotiation & Influence

• Ability to negotiate payment terms and timelines constructively
• Calm and respectful handling of sensitive payment conversations
• Outcome focused without being confrontational

Organization & Coordination

• Strong coordination skills across finance, operations, CSCs, and vendors
• Ability to manage multiple stakeholders and priorities
• Detail oriented while operating in a people focused role

Professional & Behavioral

• High level of integrity and discretion with sensitive information
• Ownership mindset with accountability for follow through
• Positive, solutions-oriented approach