Cape Town City Centre: Procurement & Inventory Administrator – Retail (Based in Kenilworth Cape Town)

Job Title: Procurement & Inventory Administrator – Retail (Based in Kenilworth Cape Town) Report to: Head of IT Asset Management Seniority Level: Mid Career (2 – 4 yrs exp) Region: Western Cape Type: Temp Duties and Responsibilities: Purchase Order Management: Process and manage purchase orders from requisition to delivery, ensuring accuracy and adherence to established timelines. Review and verify purchase requisitions, ensuring all necessary approvals and documentation are in place. Track orders and shipments, liaising with suppliers and internal departments to ensure timely delivery of goods and services to our stores. Resolve discrepancies and issues related to orders, invoices, and deliveries in a timely and effective manner, minimizing disruption to retail operations. Record Keeping: Maintain detailed and accurate inventory records using computer systems and other technologies. Supplier Relationship Management: Maintain and update a comprehensive database of approved suppliers. Assist in evaluating supplier performance based on criteria such as price, quality, delivery, and service. Communicate effectively with suppliers regarding orders, specifications, and any changes or issues, fostering strong partnerships. Support the negotiation of terms and conditions with suppliers for standard purchases, aiming for competitive pricing and favourable terms. Inventory & Stock Control: Conduct regular stock counts and reconciliations, investigating and resolving discrepancies to maintain accurate bond and movement inventory records and other audit requirements between bond and Fixed Asset Register (FAR) entries. Assist in managing stock rotation to minimize obsolescence and waste. Manage de-installed and maintenance warehouse stock and collaborate with the finance and waste management teams. Collaborate with relevant departments (e.g., store operations, finance) to forecast procurement needs and manage stock levels effectively. Maintain accurate records of inventory movements, receipts, and issues within Xurrent (4ME) and Bond reports system and tools. Warehouse & Goods Receiving Support: Coordinate with the warehouse team or store receiving points for the efficient receipt of procured goods. Verify incoming shipments against purchase orders for accuracy in quantity and quality adhering to delivery protocols. Assist in the proper storage and organisation of inventory within the warehouse or designated storage areas. Support the processing of returns to suppliers for damaged or incorrect goods. Administrative Support & Documentation: Maintain accurate and up-to-date procurement and inventory records, contracts, and documentation for audit purposes. Prepare and manage procurement and inventory-related reports and analyses as required (e.g., supplier performance, stock levels, consumption rates). Ensure all procurement and inventory activities comply with company policies, procedures, and relevant legal and ethical guidelines. Assist in the administration and utilization of procurement and inventory management ERP systems to streamline processes. Cost Control & Efficiency: Provide cost analyses when required to support decision making. Identify and suggest opportunities for cost savings and process improvements within the procurement and inventory functions. Stakeholder Collaboration: Collaborate effectively with internal departments (e.g., Finance, Operations, Store Management, Warehouse Teams) to understand their procurement and inventory needs and ensure alignment. Provide support and guidance to staff on procurement and inventory policies and procedures.