14 Purchasing Administrator Skills for Your Career and Resume

Purchasing administrators are responsible for the coordination and management of purchasing activities within an organization. They have a variety of skills that help them perform their duties effectively, such as good communication, negotiation and problem-solving skills. If you’re interested in a career as a purchasing administrator, understanding these skills is essential to success in the role.

Organization

Organization is the ability to keep track of multiple tasks and responsibilities. As a purchasing administrator, you may be responsible for managing budgets, tracking inventory levels and ensuring that suppliers deliver products on time. Strong organizational skills can help you manage your duties effectively and ensure that all aspects of procurement are handled properly.

Data Analysis

Data analysis is the ability to interpret and understand data. This skill can be useful in purchasing administration because it allows you to evaluate the success of your company’s procurement strategies. For example, if a supplier has provided consistently high-quality products at low prices, you may want to continue doing business with them. Conversely, if a supplier has provided poor quality or overpriced goods, you may choose to discontinue working with them.

Order Processing

Order processing is the ability to receive and process orders for products or services. This includes receiving an order, verifying that all necessary information is present, confirming payment and then sending a confirmation of the order. Order processing can also include tracking the status of an order as it moves through production and shipping processes.

This skill set requires attention to detail, strong organizational skills and knowledge of various software programs used in purchasing departments.

Negotiation

Negotiation is the process of communicating with another party to reach an agreement. Purchasing administrators often negotiate with vendors to get discounts on products or services, and they may also negotiate with suppliers for lower prices. This skill can help you save money for your company while ensuring that everyone involved in a transaction is satisfied.

Inventory Management

Inventory management is the process of tracking and monitoring supply levels to ensure you have enough materials for production. Purchasing administrators often use this skill when negotiating contracts with suppliers, as they need to know how much product their company will receive and how long it will last. It’s also important to track inventory so you can replenish supplies before they run out.

Attention to Detail

Attention to detail is a skill that can help you perform your job well. As a purchasing administrator, you may need to review and approve large contracts for the company. Having attention to detail can help you ensure you are reviewing all of the necessary information before signing off on a contract. It can also be important when tracking inventory levels or ordering materials for production.

Problem Solving

Problem solving is the ability to identify and resolve issues. As a purchasing administrator, you may need to solve problems that arise during negotiations with suppliers or when reviewing invoices for accuracy. You also might be responsible for identifying potential risks and finding solutions to ensure your company’s success.

Purchasing Systems

Purchasing systems are the software programs that purchasing professionals use to track their inventory, order supplies and manage budgets. Having strong computer skills is a necessary part of this job, so it’s important for purchasing administrators to have knowledge of different types of purchasing systems. This includes understanding how to navigate through them, input data into them and interpret the information they provide.

Analytical Skills

Analytical skills are the ability to analyze data and information. This includes evaluating a situation, understanding its causes and effects and finding solutions. As a purchasing administrator, you may need to evaluate suppliers’ proposals or bids for contracts, which requires analyzing the strengths and weaknesses of each option. You also use analytical skills when creating budgets and forecasting future needs.

Decision Making

A purchasing administrator needs to be able to make decisions about the products they purchase for their company. This includes deciding which suppliers to use, what types of materials to buy and how much to spend on each item. You also need to make decisions about whether a product is right for your organization or if you should try something different.

Communication

Communication is the ability to convey information clearly and concisely. As a purchasing administrator, you may need to communicate with vendors, suppliers or other members of your company’s staff. Strong communication skills can help you relay important information effectively and build trust with others. You can practice communicating by sending emails, making phone calls or participating in meetings.

Contracts Administration

Contract administration involves reviewing and approving contracts for goods or services. This skill set includes understanding the legal aspects of a contract, negotiating with suppliers and evaluating the financial implications of entering into an agreement. Purchasing administrators often use their contract administration skills to review bids from vendors and determine which supplier is most advantageous for the company.

Report Generation

Purchasing administrators often create reports for their managers and clients about the status of projects, budgets and inventory. They may also generate reports on how well suppliers are meeting quality standards or if they’re providing fair prices. This requires them to be able to write clear, concise reports that include all relevant information.

Supplier Relationships

Purchasing administrators often work with suppliers to negotiate prices and develop long-term relationships. This can involve negotiating contracts, reviewing invoices and providing feedback on the quality of products. Strong supplier relations skills can help purchasing administrators build trust with suppliers and ensure they receive high-quality goods at fair prices.

How Can I Learn These Purchasing Administrator Skills?

There are a few ways that you can learn the necessary skills to become a purchasing administrator. Many of these skills can be learned through on-the-job training, or through specific courses offered at a community college or university. Additionally, there are many online resources that can help you learn the necessary skills. Finally, it is also important to develop strong relationships with suppliers, as this can help you in negotiating contracts and prices.