Procurement Administrator

1 week ago


Cape Town, South Africa Empire Hr Solutions Full time

Introduction We are seeking a detail-oriented Procurement Administrator to join our Supply Chain team. This role focuses on maintaining accuracy and efficiency behind the scenes — managing systems, data, and documentation to ensure smooth order processing, compliance, and communication across departments. While this position supports the sourcing function on an ad hoc basis, the core focus is on administration, reporting, and process control within the procurement environment. If you thrive on structure, accuracy, and process efficiency, and enjoy being the dependable link that keeps operations running seamlessly, this role is for you. The Procurement Administrator is responsible for maintaining procurement records, managing ERP transactions, tracking orders, and supporting compliance and finance reconciliation activities. This role ensures that purchase orders, supplier data, and procurement documentation are accurate, up to date, and easily accessible. The position requires strong coordination between internal stakeholders and external suppliers to ensure timelines and procedures are consistently met. Duties & Responsibilities Order Administration & ERP Management Capture, update, and execute all RFQs and purchase orders in the ERP system daily. Manage and follow up on open orders, outstanding quotes, and pending approvals. Track order progress and flag any delays to the Supply Chain Manager. Vendor Onboarding & Master Data Load approved suppliers onto the ERP system, ensuring all mandatory fields are accurately completed. Review and update supplier credit limits based on actual purchase values. Document Control & Compliance Save all purchase orders, delivery notes, invoices, and contracts in the ERP system. Ensure each order includes all required documentation and supporting details. Assist with internal audits by preparing and providing procurement data as requested. Finance & Reconciliation Support Request quotes and invoices from suppliers. Match RFQs, quotes, delivery notes, and invoices; flag any discrepancies promptly. Reconcile 30-day supplier statements and support finance with related queries. Stakeholder Coordination Liaise between Project Managers, Warehouse, and Finance to ensure timely order completion. Communicate with suppliers to resolve order or delivery queries. Attend weekly production meetings and provide regular updates to internal stakeholders on procurement progress. Process & Policy Administration Maintain and update the Procurement Procedure Manual and internal procurement database. Support process improvement initiatives and ensure adherence to procurement policies. Desired Experience & Qualification Matric / Grade 12 (essential). 5–7 years of administrative experience within procurement, supply chain, or logistics. Intermediate proficiency in Microsoft Excel (pivot tables, VLOOKUP, filters). Working Knowledge of ERP Systems Working knowledge of ERP systems (Smartsuite advantageous). Key Competencies Highly process-driven with strong organizational skills. Exceptionally attention to detail and commitment to data accuracy. Calm and efficient under deadline pressure. Team player with the ability to collaborate across departments (design, project management, finance, logistics, warehouse). Comfortable following procedures and escalating issues when required. Experience with fasteners and / or the yachting industry will be advantageous. Package & Remuneration Negotiable Interested? #J-18808-Ljbffr



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