Procurement Administrator with Buildsmart

3 days ago

Parow, South Africa Sakh'iKhaya Suppliers Full time

Play a crucial role in the procurement department. Providing administrative support and assisting with various procurement activities to ensure efficient and smooth operations. Responsible for maintaining procurement records, coordinating with suppliers, processing purchase orders, and assisting in supplier evaluations.

**Responsibilities**
- Generate and process purchase orders based only on approved requisitions.
- Review purchase orders for accuracy, completeness, and compliance with organizational policies.
- Ensure timely delivery of goods and services by coordinating with suppliers and internal stakeholders.
- Maintain proper documentation and records related to purchase orders.
- Assist in processing purchase orders, ensuring accuracy and completeness of information such as item description, quantity, pricing, and delivery details.
- Coordinate with suppliers to confirm order details, track delivery status, and resolve any discrepancies or delays. (processing in returning stock to suppliers no longer required from various departments)
- Communicate with internal stakeholders to clarify procurement requirements, specifications, and delivery expectations.
- Collaborate with the Accounts team to ensure timely and accurate invoice processing and payment.
- Identify potential suppliers and conduct supplier evaluations on a daily basis.
- Negotiate pricing, terms, and contracts with suppliers to obtain the best value for the organization.
- Monitor supplier performance, including quality, delivery, and service levels.
- Address any supplier issues or concerns and take appropriate action.
- Serve as a primary point of contact for suppliers, addressing inquiries, resolving issues, and maintaining positive relationships.
- Assist in supplier evaluation and performance monitoring, including collecting and analyzing supplier information and feedback.
- Collaborate with the Procurement team to identify and qualify new suppliers based on organizational requirements and supplier evaluations.
- Support supplier onboarding activities, including gathering required documentation and facilitating the completion of supplier forms or contracts.
- Load all supplier documentation on Buildsmart.
- Maintain accurate and up-to-date procurement records, including purchase orders, contracts, invoices, and delivery notes.
- Prepare and distribute procurement-related documents to internal stakeholders and suppliers.
- Ensure proper filing and organization of procurement documentation for easy retrieval and reference.
- Assist in maintaining a centralized procurement database or system to track procurement activities, supplier information, and contract details.
- Implement various trackers/sheets to ensure information is at our fingertips should an issue or concern arise from various departments. (updated on a weekly basis).
- Collaborate with other team members to ensure compliance with procurement policies, procedures, and regulatory requirements.
- Monitor inventory levels and ensure adequate stock availability.
- Coordinate with internal departments to forecast demand and plan procurement activities accordingly.
- Implement inventory control measures to optimize stock levels and minimize excess or obsolete inventory.
- Conduct periodic inventory audits and reconcile discrepancies.
- Identify opportunities for process improvements and cost savings within the procurement function.
- Streamline procurement processes to enhance efficiency and reduce cycle times.
- Stay updated on industry trends and best practices in procurement.
- Collect, analyze, and interpret procurement data to generate reports and insights.
- Implement and maintain various trackers/sheets to ensure information is at our fingertips should an issue or concern arise from various departments. (updated on a weekly basis).
- Prepare regular reports on procurement activities, including spend analysis, supplier performance, and savings achieved.
- Identify trends, patterns, and areas of improvement based on data analysis.
- Present findings and recommendations to management.
- Provide general administrative support to the procurement team, including scheduling meetings, organizing documents, and maintaining office supplies.
- Assist in preparing regular procurement reports, analyzing data, and identifying trends or opportunities for improvement.
- Contribute to the development and maintenance of procurement-related policies, procedures, and process documentation.
- Assist in conducting research and gathering market intelligence to support procurement decision-making.
- Ensure compliance with relevant procurement laws, regulations, and internal policies.
- Mitigate procurement-related risks and ensure adherence to ethical standards.
- Conduct due diligence on suppliers to assess their compliance and risk profile.
- Monitor and report any potential risks or non-compliance issues.
- Maintain confidentiality and handle sensitive procurement information with discretion.

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