Procurement Admin Clerk

Hours of Work: Monday – Friday, 08:00 – 17:00
Department: Commercial Department
Location: Gqeberha

Job Summary

The Procurement Admin Clerk will provide administrative support within the procurement and commercial function. The role involves processing purchase and sales orders, maintaining procurement records, coordinating supplier documentation, monitoring deliveries and preparing reports.

Minimum Qualifications and Experience

• Matric / Grade 12.

• Proficient in Microsoft Office.

• Relevant qualification would be advantageous.

• Previous administrative experience would be advantageous.

• Basic understanding of costing and logistics would be advantageous.

• Experience with ERP systems such as Pastel and/or Syspro would be advantageous.

Soft Skills

• Positive and professional attitude.

• Strong communication skills.

• Ability to work independently and as part of a team.

• Excellent attention to detail and accuracy.

• Strong organisational and time-management skills.

• Proactive and enthusiastic approach.

• Ability to prioritise and manage multiple tasks in a fast-paced environment.

Main Duties / Key Results Areas

• Generate and maintain purchase orders and sales orders.

• Cancel and amend orders as required.

• Maintain procurement checklists and dashboards.

• Validate purchase orders against supplier confirmations.

• Follow up on supplier confirmations and required amendments.

• Prepare marketing specification sheets and obtain required documentation.

• File and electronically upload supplier invoices and supporting documentation.

• Follow up on outstanding supplier credit notes.

• Validate supplier documentation against purchase orders.

• Request and follow up on backorders and short deliveries.

• Update estimated delivery dates and procurement records.

• Prepare and distribute local stock and outstanding order reports.

• Follow up on outstanding deliveries and supplier queries.

• Follow up on outstanding sales orders.

• Ensure required credit approvals are obtained before releasing delivery information.

• Coordinate with Logistics regarding collection and delivery of local stock.

• Assist with costing and marketing of stock where required.

• Perform any other duties reasonably required in support of the department.

General

• Undertake additional tasks as assigned by management.

• Maintain confidentiality of sensitive information.

• Adhere to company policies and procedures.

• Maintain a professional and positive approach to all responsibilities.

• Take responsibility for ongoing learning and development relevant to the role.