Procurement Administrator

SUMMARY:
Procurement Administrator

POSITION INFO:
Qualifications

• Matric
• An associate degree or certification in supply chain management, or a related field is a plus.

• 2-5 years of experience in a procurement or supply chain environment in the manufacturing industry (essential)
• Familiarity with procurement and inventory management software is advantageous.
• Proficiency in Microsoft Office Suite

• Monitor stock levels and identify purchasing needs:
• Use inventory management software to track stock levels.
• Set reorder points for each item based on historical usage and lead times.
• Conduct regular physical inventory counts to verify stock levels.
• Generate reports to identify items that need to be reordered.
• Track orders and ensure timely delivery:
• Use order tracking systems to monitor the status of each order.
• Communicate regularly with suppliers to confirm delivery schedules.
• Update the order status in the internal database.
• Address any delays or issues promptly by coordinating with suppliers and internal teams.
• Update internal databases with order details:
• Enter order information into the procurement system, including order dates, vendor details, quantities, and discounts.
• Ensure data accuracy by double-checking entries.
• Regularly review and update records to reflect any changes or corrections.
• Manage and update supplier vendor master data:
• Maintain a centralized database of supplier information, including contact details, payment terms, and performance history.
• Regularly review and update supplier records to ensure accuracy.
• Add new suppliers to the database after completing necessary evaluations and approvals.
• Evaluate offers from vendors and negotiate better prices:
• Request quotes from multiple suppliers for comparison.
• Analyse offers based on price, quality, delivery terms, and supplier reliability.
• Negotiate with suppliers to achieve the best possible terms and prices.
• Document negotiation outcomes and update purchase agreements accordingly.
• Maintain updated records of invoices and contracts:
• Store all invoices and contracts in a secure, organized manner.
• Use accounting software to record and track invoices.
• Regularly review contracts to ensure compliance with terms and conditions.
• Update records to reflect any amendments or renewals.
• Follow up with suppliers:
• Send regular follow-up emails or calls to confirm order details and delivery schedules.
• Address any discrepancies or issues with orders promptly.
• Document all communications with suppliers for future reference.
• Liaise with warehouse staff:
• Communicate delivery schedules and special handling instructions to warehouse staff.
• Coordinate with the warehouse team to ensure timely receipt and inspection of goods.
• Address any issues with received goods, such as damages or discrepancies, by working with suppliers and warehouse staff.