Purchasing Co - Ordinator

SUMMARY:
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POSITION INFO:

Introduction

A company in Cape Town is looking for a Purchasing Co-Ordinator.

Duties & Responsibilities

• A certificate or Diploma in Business Administration is highly advantageous.
• Grade 12
• 3-5 years of administrative experience in purchasing, procurement, or supply chain roles is essential.
• Proficiency in Microsoft Office is required. Experience with Syspro is advantageous.
• Excellent written and verbal communication skills for effective communication with suppliers, internal teams, and external stakeholders.
• Proven ability to manage multiple projects and prioritise tasks in a fast-paced, evolving environment.
• Strong administrative and time management skills, with the ability to meet deadlines while maintaining accuracy.
• High attention to detail and a focus on quality to ensure precision in purchase orders, raw material specifications, and data entry.
• Organised and proactive, with a strong work ethic and the ability to track and follow up on multiple orders, deliveries, and information requests.
• Analytical mindset with the ability to interpret data and prepare reports or proposals to support process improvements.
• Confident working collaboratively with internal stakeholders, including Sales, QC, Logistics, Finance, and NPD.
• Comfortable taking ownership of document management and supporting the development and maintenance of SOPs and procedures.

Desired Experience & Qualification

• Create, track, and update all purchase orders accurately in Syspro.
• Co-ordinate with suppliers to confirm order details, delivery dates, and potential delays.
• Request regular status reports on all open orders.
• Communicate updates, changes, and delays internally.
• Resolve discrepancies between purchase orders and invoices.
• Ensure proforma invoices and freight quotes are submitted promptly for approval.
• Follow up on payments and confirm processing with relevant stakeholders.
• Communicate payment confirmations to relevant stakeholders, including the shipping team (for freight coordination) and suppliers (for COD/upfront payments).

Document Records and Filing

• Maintain a structured and accessible filing system.
• Ensure all purchasing-related documents are up to date and easy to retrieve.
• Audit and manage document locations.
• Ensure all supplier certifications are current and compliant.
• Proactively request updated documents from suppliers before they expire, ensuring compliance.

Draft Specifications for Review

• Prepare draft specifications for products based on input from Sales teams.
• Submit drafts to the purchasing manager for review prior to final approval.
• Maintain version control. 
• Audit and manage outdated or legacy specifications.

Upkeep Product Register

• Maintain an up-to-date product register.
• Ensure all products have accurate and complete data; follow up with relevant stakeholders as needed.
• Maintain an accurate supplier matrix.

Manage SCAR Resolutions

• Communicate Supplier Corrective Action Requests (SCARs) to suppliers.
• Follow up with suppliers on progress of investigation.
• Ensure SCAR resolutions are recorded and filed.
• Co-ordinate and document any agreed deviations.