Operations & Procurement Administrator
Permanent £26,000 - £33,000 / yearJob Overview
Do you want to help build a company with the capacity to disrupt whole industries and take on environmental issues on a global scale?
Matter. is a VC backed Cleantech scale-up and has an opportunity for an Operations & Procurement Administrator to support the smooth running of our day-to-day operations and purchasing activities. This role is ideal for a highly organised individual who thrives on coordination, accuracy, and ensuring processes run efficiently across the business.
Job Title: Operations & Procurement Administrator
Matter. is a VC backed Cleantech scale-up and has an opportunity for an Operations & Procurement Administrator to support the smooth running of our day-to-day operations and purchasing activities. This role is ideal for a highly organised individual who thrives on coordination, accuracy, and ensuring processes run efficiently across the business.
Job Title: Operations & Procurement Administrator
Location: Central Bristol
Salary Range: £26,000 – £33,000 per annum
Matter. are innovators in water filtration, developing pioneering filtration technology to capture microplastics and cut carbon emissions. You will be working on some of the biggest challenges of our time, removing micropollutants from the world’s waterways.
Through brilliant design thinking, powerful partners, and impatience to make what we do matter, our mission is to transform industries through technology that empowers customers and protects the planet.
We pride ourselves on our amazing technology and passion for wanting to change things, but fundamentally what we are most proud of is our people.
For us, people are everything. It’s what makes a company, not the mission written on the wall or the fancy building we work in. Our people represent us, our values and why we do what we do.
The Opportunity
We are seeking a highly organised and detail-oriented Operations & Procurement Administrator to join our Project Management & Operations team, reporting directly to the Principal Project & Quality Manager.
This is a pivotal role supporting the Project team during development, build, and assembly phases across multiple projects. You will be responsible for coordinating the ordering, tracking, receipt, and documentation of all incoming parts and materials required to support project builds, working closely with Project Managers, Manufacturing, Engineering, and Quality teams.
You will also support the day-to-day running of the business by assisting with health and safety compliance and providing operational and administrative support to the Manufacturing & Quality Lead. This helps ensure projects run efficiently, safely, and in line with company procedures and regulatory requirements.
The role sits at the intersection of procurement, project support, inventory control, logistics coordination, health & safety and process documentation. As a growing scale-up, this position also offers the opportunity to help define and embed best-practice procurement and documentation processes within our Quality Management System (QMS), supporting the transition from ad-hoc purchasing to standardised, scalable operations.
This role offers significant career growth opportunities as Matter continues to expand its project portfolio and manufacturing capability.
Matter. are innovators in water filtration, developing pioneering filtration technology to capture microplastics and cut carbon emissions. You will be working on some of the biggest challenges of our time, removing micropollutants from the world’s waterways.
Through brilliant design thinking, powerful partners, and impatience to make what we do matter, our mission is to transform industries through technology that empowers customers and protects the planet.
We pride ourselves on our amazing technology and passion for wanting to change things, but fundamentally what we are most proud of is our people.
For us, people are everything. It’s what makes a company, not the mission written on the wall or the fancy building we work in. Our people represent us, our values and why we do what we do.
The Opportunity
We are seeking a highly organised and detail-oriented Operations & Procurement Administrator to join our Project Management & Operations team, reporting directly to the Principal Project & Quality Manager.
This is a pivotal role supporting the Project team during development, build, and assembly phases across multiple projects. You will be responsible for coordinating the ordering, tracking, receipt, and documentation of all incoming parts and materials required to support project builds, working closely with Project Managers, Manufacturing, Engineering, and Quality teams.
You will also support the day-to-day running of the business by assisting with health and safety compliance and providing operational and administrative support to the Manufacturing & Quality Lead. This helps ensure projects run efficiently, safely, and in line with company procedures and regulatory requirements.
The role sits at the intersection of procurement, project support, inventory control, logistics coordination, health & safety and process documentation. As a growing scale-up, this position also offers the opportunity to help define and embed best-practice procurement and documentation processes within our Quality Management System (QMS), supporting the transition from ad-hoc purchasing to standardised, scalable operations.
This role offers significant career growth opportunities as Matter continues to expand its project portfolio and manufacturing capability.
Key Responsibilities
Procurement & Purchase Order Administration
- Prepare, issue, and administer Purchase Orders (POs in line with company procedures).
- Raise, track, and manage POs across multiple projects and departments.
- Support Project Managers by coordinating the timely ordering of all incoming parts required for project build and assembly.
- Follow up with suppliers on order confirmations, delivery schedules, pricing, and invoicing accuracy.
- Maintain accurate supplier records, pricing agreements, and procurement documentation.
- Support procurement activities for technical and operational projects, including industrial and laundry-related projects.
- Assist in identifying, onboarding, and maintaining approved suppliers.
- Support supplier assessments, evaluations, and audits in line with company standards.
Project & Operational Support
- Act as a key procurement support function for the Project Management team, ensuring materials availability aligns with project schedules.
- Support procurement-related project timelines and purchasing milestones across multiple concurrent projects, collaborating with Project Managers on procurement strategies.
- Liaise with internal stakeholders including Project Managers, Manufacturing, Engineering, Quality, and Finance teams.
- Provide general operational and administrative support as required in a fast-paced scale-up environment.
- You will support Matter operating in a manner that ensures all H&S regulations are met and H&S risks monitored and effectively managed.
Goods Receipt & Inventory Management
- Coordinate goods-in activities by verifying deliveries against purchase orders, packing lists, and delivery notes.
- Confirm quantities, specifications, and condition of received goods in collaboration with warehouse or site teams.
- Ensure timely and accurate system entry of goods receipts, stock movements, and delivery discrepancies.
- Maintain on-site inventory records and support regular stock checks and reconciliations.
- Work closely with warehouse staff to organise, label, and store materials, parts, and equipment.
- Support in non-conformance and concession reporting from received goods and reaching a resolution with suppliers.
Logistics & Customs Clearance Support (Limited Scope)
- Provide administrative support for inbound and outbound logistics activities involving suppliers, clients, and internal sites.
- Assist with basic customs clearance coordination for imported or exported goods by:
- Preparing and checking standard shipping documentation (e.g. commercial invoices, packing lists).
- Liaising with freight forwarders or customs brokers as required.
- Track shipments and escalate delays or documentation issues where necessary.
- Maintain records of logistics and customs documentation for traceability and audit purposes.
Documentation, Reporting & Process Improvement
- Generate regular reports on procurement status, open purchase orders, inventory levels, and supplier performance.
- Maintain accurate and up-to-date records of procurement, logistics, and inventory activities.
- Support internal and external audits by ensuring documentation is complete, accurate, and accessible.
- Work with Project Managers, Manufacturing, and Quality teams to define, improve, and embed procurement and documentation best practices within the company’s Quality Management System (QMS).
- Support the development of standard templates, workflows, and processes to enable scalable procurement operations.
Legal & Contract Administration
- Maintain a centralised and secure filing system for procurement-related contracts and legal documents.
- Liaise with internal legal or compliance resources to ensure correct templates and procedures are used.
- Monitor contract expiry and renewal dates and support timely extensions or renegotiations.
Skills, Knowledge and Expertise
Your essential experience
- Significant experience in procurement, logistics, inventory, operations, or administrative roles within an engineering, manufacturing, industrial, or project-based environment.
- Strong organisational skills with excellent attention to detail.
- Proficiency in Microsoft Office, particularly Excel, for tracking, reporting, and analysis.
- Excellent communication and coordination skills.
- Comfortable working in warehouse, workshop, or site-based environments.
- Ability to manage multiple priorities and meet deadlines in a dynamic, evolving organisation.
- Professionalism and discretion when handling confidential information.
Your desirable experience
- Experience working with inventory management systems & processes
- Familiarity with import/export documentation or basic customs clearance processes.
- Experience supporting project-based procurement or manufacturing build activities.
- Exposure to supplier evaluation, audits, or quality-driven procurement processes.
- Interest in process improvement and supporting QMS-related activities.