Western Cape: Purchasing Co-Ordinator posted by The Talent Room
Posted on 2025-09-25 00:00:00
| Employer | The Talent Room |
|---|---|
| Category | Logistics Sales |
| Location | Western Cape / Western Cape |
Job Summary
- 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- Audit and manage outdated or legacy specifications.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.
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