Procurement Administrator

Minimum requirements:

• Matric, grade 12 or equivalent qualification
• Minimum of 2 to 3 years, experience in Procurement or Logistics Coordinating
• Computer Literacy with at least the ability to work on Word and Excel in the Microsoft Office suite.
• Knowledge of Syspro or an Accounting system will be of benefit
• Good attention to detail
• A good team player with above average communication skills both telephonically and in person.
• Proven experience in successfully interacting with suppliers and customers.
• The ability to handle multiple responsibilities at the same time.
• Self-driven and enthusiastic with a strong procurement service.
• English literacy and numeracy of at least a Grade 12 level.
• Professional and presentable appearance

Job purpose: 

• Receive sales orders with all supporting documents from sales, validate all docs to ensure correctness of documents.
• Ensure that the Price Exception is valid / not expired
• Create and send purchase orders to suppliers- local and foreign
• Check stock availability, within Syspro before placing orders by checking if stock is committed or held as stock to keep.
• Receive order acknowledgements with ETA and check the original PO with this to see any discrepancies also the entity name being invoiced.
• When invoices are mailed, check that this matches the PO before it is sent to Logistics for processing.
• Closing off purchase orders already GRN /received completely.
• Liaise with suppliers to consolidate shipments
• Advise sales on ETAS
• Report shipment delays to sales/ Logistics
• Create POs for technical re: orders for spares and repairs
• Follow up on overdue orders
• Ensuring that major suppliers mail the back log on Friday for preparation of sales back-order meeting on Mondays
• Print POS report and change ETA dates
• Follow up on SLA contracts on back order.
• Keep track on hardware that require software license to be ordered -  planning is key
• Get approval on purchases that have no sales orders
• Ensure orders are placed in correct warehouse categories
• Liaise with new suppliers to complete credit app and obtain BBBEE status before onboarding supplier.
• Follow up with credit notes from suppliers
• Linking sales orders with PO numbers
• Updating the PE quotes from suppliers to ensure that they are current.
• Updating the SLA spreadsheet