Buyer / Office Administrator

SUMMARY:
Our client, a business technology company based in Bruma Johannesburg requires a Buyer / Office Administrator to join their team.  Individuals who apply must have local and international buying experience including supply chain / logistics.

POSITION INFO:
Qualifications
Matric / Grade 12 essential
2 -3 years experience with local and international buying including supply chain / logistics.  
Accounts experience - Debtors and Creditors

Procurement and supplier management
Manage procurement activities for local and international suppliers.
Create and issue purchase orders accurately and on time.
Build and maintain strong relationships with suppliers, freight partners, and service providers.
Manage supplier communication regarding pricing, availability, lead times, back orders, and delivery schedules.
Negotiate and coordinate with suppliers and logistics partners to achieve the best landed cost and delivery timing.
Monitor supplier performance, reliability, stock availability, and turnaround times.
Develop a strong understanding of the supplier base, including where products are sourced, lead times, ordering cycles, and purchasing requirements.

Logistics and supply chain coordination
Coordinate international orders and shipments, including supplier communication, purchase orders, freight arrangements, shipment tracking, and related documentation.
Liaise with logistics and clearing partners to ensure efficient inbound movement of goods.
Monitor local supplier stock levels and sell-through rates to ensure timely replenishment.
Support the planning of stock orders to reduce stockouts and overstocking.
Maintain procurement and shipment tracking sheets and records accurately

Inventory and stock administration
Capture new stock accurately into systems.
Assist with monthly stock takes and stock reconciliations.
Process Takealot stock adjustments and related inventory administration.
Support stock control processes to improve stock accuracy and availability

Debtors and creditors administration
Reconcile all 30-day account customers and suppliers.
Prepare supplier reconciliations and payment schedules for bank loading.
Reconcile daily incoming payments.
Manage customer and supplier credit applications.
Process credit notes and refunds where required.
Submit invoices and documents to customer portals for 30-day accounts

Compliance and supplier documentation
Complete supplier application forms, onboarding documentation, and tender documents.
Manage NRCS certification administration, including expiry tracking, applications, submissions, and rebate reconciliations.
Ensure procurement, supplier, and compliance records are maintained accurately and up to date.

Reporting and operational support
Prepare information for monthly financial meetings.
Assist with weekly and monthly management reporting.
Maintain accurate filing systems, procurement records, supplier files, and operational documentation.
Support sales and technical teams with purchasing and operational coordination.
Identify and implement process improvements to improve purchasing efficiency and operational flow.

General office and administrative support
Order monthly office consumables and manage key office support requirements.
Maintain administrative systems and support daily office workflow.
Assist with general business administration and executive support where required

Key performance areas
This role will be measured on:
Timely and accurate procurement execution
Supplier responsiveness and order follow-through
Stock availability and reduced stockout risk
Effective coordination of international and local logistics
Accuracy of purchase orders, supplier records, and shipment tracking
Landed cost awareness and cost control
Accuracy and timeliness of reconciliations, documentation, and reporting
Strong cross-functional support to operations, sales, and management

Requirements

Experience
Experience in procurement, supply chain administration, operations administration, or a similar role advantageous
Experience dealing with suppliers, purchase orders, and stock replenishment advantageous
Experience coordinating local and international orders or shipments advantageous
Experience with reconciliations, supplier accounts, and operational reporting advantageous
Experience in a product-based business, wholesale, distribution, or importing environment will be advantageous
Experience with Takealot or similar marketplace administration will be beneficial

Skills and competencies
Strong procurement and supplier coordination ability
Good understanding of purchasing, stock flow, and lead times
Strong administrative and organisational skills
Excellent attention to detail
Ability to manage multiple priorities and work under pressure
Good financial administration and reconciliation skills
Strong Excel and system skills
Strong communication and follow-up ability
Commercial awareness, especially around cost, timing, and stock planning
Problem-solving mindset and process discipline