Procurement Administrator

2 weeks ago

Durban, KwaZulu-Natal, South Africa Fouche & Co Recruitment Full time
As a Procurement Administrator, you will be a key player in ensuring that the organization consistently receives high-quality goods in the right quantities, meeting all expectations and standards.

Responsibilities:

Procurement & Supplier Management:
  • Purchase goods and services in line with the organizations quantity and quality expectations.
  • Evaluate and negotiate contracts with suppliers to secure competitive terms.
  • Maintain an effective order schedule and ensure timely delivery from suppliers.
  • Track inventory levels, ensuring consistent restocking of required goods.
  • Follow up on outstanding items or unquoted goods to ensure completeness of orders.
Shipping & Logistics Coordination:
  • Handle export and import shipments (FCL & LCL), including planning, checking, and booking space with carriers.
  • Liaise with suppliers, clearing agents, transporters, and overseas agents for smooth shipment coordination.
  • Track and update the status of incoming and outgoing shipments to ensure timely deliveries.
  • Prepare and manage import/export documentation, including packing lists, invoices, letters of credit, and insurance documents.
Inventory & Data Management:
  • Ensure accurate updates to the inventory system, including stock, pricing, and order records.
  • Maintain purchasing and shipping records, ensuring all transactions are documented properly.
  • Expedite orders and liaise with suppliers to resolve issues related to inventory, quality, or quantity discrepancies.
  • Perform GRN (Goods Received Note) and GRV (Goods Received Voucher) processes, ensuring all stock is correctly recorded.
Shipping & Freight Management:
  • Manage container bookings and coordinate with clearing and forwarding agents for timely deliveries.
  • Obtain freight quotations and make recommendations for competitive shipping rates.
  • Handle clearance, permits, and all related shipping duties, including STOP Containers and audit documentation.
  • Work closely with the warehouse team and transporters to ensure effective shipping and delivery schedules.
Financial Administration & Reporting:
  • Manage foreign outward payments, including currency exchange and bank documentation.
  • Assist with weekly cash flow reports for management and handle costing for both local and foreign shipments.
  • Support the preparation of reports for the Managing Director, including weekly updates and stock status.
General Support:
  • Provide relief for the cash office and switchboard operations when required.
  • Assist sales teams with stock inquiries and ensure accurate order processing.
  • Handle all supplier queries and maintain strong communication channels for efficient problem resolution.
Key Requirements:

Experience & Qualifications:
  • Matric (Non-negotiable)
  • Proven experience in procurement, shipping, and logistics coordination, ideally within a spares or similar industry.
  • Knowledge of international shipping, clearing agents, and import/export documentation.
  • Strong understanding of inventory management systems and data entry practices.
  • Experience with negotiating supplier contracts and managing relationships.
Skills & Competencies:
  • Excellent communication and interpersonal skills to liaise effectively with suppliers, forwarders, and internal teams.
  • Strong problem-solving abilities, particularly in resolving shipping and supply chain discrepancies.
  • Attention to detail and ability to maintain organized records.
  • Strong financial acumen, particularly in relation to costings, foreign payments, and budgeting.
Personal Attributes:
  • Highly organized with the ability to manage multiple tasks and deadlines.
  • Self-motivated with a proactive approach to problem-solving.
  • Ability to work under pressure in a fast-paced environment.

Remuneration: R20 000 - R25 000 monthly

**Please note that only shortlisted candidates will be contacted**

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