Procurement Administrator

SUMMARY:
The Procurement Administrator / Controller is responsible for supporting and controlling the day-to-day procurement administration function. The role includes purchase order preparation, supplier follow-up, price-list maintenance, stock and order administration, creditor-related procurement checks, and accurate record keeping in Evolution and related company systems. This is an administration-focused role with a strong control and accountability requirement.

POSITION INFO:
Purchase Orders and Procurement Processing Procure goods timeously in line with approved min\/max stock levels, internal stock requirements, delegated authority, supplier terms, and company procurement procedures. Review stock requirements, min\/max triggers, supplier pricing, lead times, quantities, and approvals before processing or sending purchase orders. Prepare, check and process purchase orders in line with procurement principles, company procedures, approval requirements and supplier agreements. Review purchase orders for accuracy, terminology, pricing, specifications, and compliance with approval requirements before processing. Supplier and Order Follow-up Contact suppliers to schedule or expedite deliveries and resolve shortages, missed deliveries, late deliveries, price queries, incorrect deliveries, and other procurement-related issues. Track the status of requisitions, supplier orders, backorders, and purchase orders until closed out. Respond professionally and timeously to internal, customer, and supplier enquiries relating to order status, changes, cancellations, and delivery dates. Maintain a clear audit trail of supplier communication, approvals, order changes, and outstanding actions. Stock, Price Lists, and GP Control Support Assist in determining whether inventory quantities are sufficient for business needs and escalate stock risks before they affect operations. Maintain supplier price lists and ensure that changes are checked, recorded, and communicated where required. Compare prices, specifications, discounts, and delivery dates to support cost-effective procurement decisions. Support the maintenance of GP targets by ensuring accurate pricing, discounts, and supplier information are used in procurement processing. Creditors and Month-End Support Compare supplier invoices, purchase orders, deliveries, and supporting documents to verify accuracy and identify discrepancies. Complete procurement-related creditor checks, analysis, and supporting documentation accurately and within required month-end timelines. Ensure that work is complete and ready for management review by required deadlines. Escalate missing information, discrepancies, supplier delays, or unresolved items before they delay review or approval. Systems and Records Capture, update, and maintain procurement information accurately in Evolution and related company systems. Maintain organised electronic and\/or physical records for supplier information, purchase orders, price lists, approvals, delivery documentation, and procurement correspondence. Follow company filing, document-control, data-protection, and IT usage requirements at all times. 3. Required Experience and Competence Minimum 2 years' relevant experience in procurement administration, buying support, stock control, creditors support, or a similar administrative control role. Previous exposure to stock control systems, warehouse processes, supplier ordering, and procurement administration. Experience with Evolution is strongly preferred. Good working knowledge of Microsoft Office, especially Excel, Outlook, Teams, MS Lists and Word. Ability to work with average costing, numbers, prices, quantities, discounts, delivery dates, and reconciliations accurately. Experience with supplier price lists, purchase orders, invoice matching, filing systems, and administrative record keeping. Ability to follow SOPs and documented processes while also identifying and escalating exceptions. 4. Qualification Requirements Degree or Diploma in Procurement, Supply Chain or Office Administration is preferred.