Purchasing Administrator

Company Description Lewis Australia Pty Ltd is an established Australian company operating in the manufacturing and industrial solutions sector, known for delivering practical, high-quality engineering and production support services. The company focuses on efficient processes, reliable supply chains, and strong client partnerships to support complex projects. Team members work in a collaborative environment with clear operational standards and an emphasis on safety and accuracy. Joining Lewis Australia Pty Ltd offers the opportunity to contribute to meaningful projects that support local and international customers, while developing skills in a structured, professional setting.Role Description The Purchasing Administrator is a contract role based on-site in Melbourne, VIC. This role is responsible for managing day-to-day purchasing activities, including raising and processing purchase orders, tracking deliveries, and maintaining accurate procurement records. The Purchasing Administrator will liaise with suppliers and internal stakeholders to confirm pricing, lead times, and order status, while supporting purchase management processes such as sourcing materials, comparing quotes, and ensuring compliance with company policies. The role includes monitoring stock levels, assisting with inventory control, resolving delivery or invoicing discrepancies, and supporting continuous improvement initiatives within the procurement function. The successful candidate will work closely with operations and finance teams to ensure timely, cost-effective purchasing in line with project requirements.
Specific Duties and Responsibilities• Procure goods, materials and services to the required quantity and quality, by the specified date and at the best price.• Prepare and dispatch requests for quotation, analyse responses, and recommend suppliers.• Negotiate purchase contracts, prepare project reports, and make purchasing recommendations.• Prepare and sign purchase orders, and approve payment of invoices for orders received in acceptable condition.• Maintain accurate administrative records and files.• Liaise with suppliers to improve quality, delivery and price, balancing the competing demands of design and manufacturing.• Review purchasing and investigate local and overseas sources of supply, developing alternatives.• Interpret technical engineering drawings from the design office to guide purchasing and answer supplier queries.• Contribute to the development of purchasing policy and procedures.• Coordinate the accurate operation of the inwards goods / dispatch area, including hands-on assistance when required.Internal / External LiaisonsInternal: Administration (Accounts etc.), Design Office, Workshop Staff, Personnel, Operations Manager / Project Managers.External: Company suppliers, transport companies, couriers.The company operates an open-door policy; the incumbent will liaise with most areas of the organisation from time to time.Technical Skills• Able to read and interpret technical engineering drawings in order to direct suppliers (essential).• Computer literate, particularly with spreadsheets and email.Personal Attributes and Key Competencies• Strong communicator, able to build close working relationships and instill confidence across design, manufacturing and operations.• Strong negotiator, able to secure pricing and delivery against tight assembly schedules.• Accurate, systematic and methodical, able to plan and prioritise competing “urgent” jobs and manage realistic delivery expectations.• Calm and even-tempered, with the drive and self-motivation to get the job done.Career ProfileIdeally a trade or commercial background in an appropriate metalworking or fabricating discipline, having progressed into materials management, with practical training and experience in purchasing and administration.