Cape Town City Centre: Purchasing Co-Ordinator

Duties & Responsibilities: 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 Audit and manage outdated or legacy specifications.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. Desired Experience & Qualification 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.