Buying Administrator

SUMMARY:
A manufacturer, supplier, and distributor of equipment, accessories, and consumables for heavy industries is seeking a Buying Administrator with the following Qualifications and Experience: 

Grade 12 and Diploma NQF 6
Imports / Exports Experience – 3 Years
3 Years’ Experience 

Key Skills and Competencies
To perform effectively in this role, the Buying Administrator should demonstrate:
- Strong negotiation and supplier management skills
- Excellent attention to detail and organizational ability
- Effective communication and relationship management
- Knowledge of procurement processes and supply chain principles
- Proficiency in ERP systems (SAP experience advantageous)
- Ability to analyse quotations and procurement data
Understanding of procurement legislation and compliance requirements

Knowledge
- Logistics
- Policies and Procedures
- NDT Knowledge
- Products and Services
- Health and Safety
- Stock Control
- Code of Conduct
- Tenders
- Reporting
- Letter of Credit
- Freight
- Incoterms

Skills
- Excellent Communication both written and verbal
- Excellent Administrative Skills including:
o Invoices and Invoice Process
o Reporting
- Conflict Management
- Problem Solving
- Time Management
- MS Office – Word, Excel, PowerPoint – Intermediate
- SAP & CRM
- Negotiation

POSITION INFO:
Overall Purpose / Objective:
Under general direction of the Buying Manager responsible for sourcing and buying stock/assets for the company and its clients. To take ownership in the running of the day to day buying operations, ensuring that company stock is maintained and that goods requiring collection/delivery from suppliers and related
parties are given through to stores on a daily basis and the correct paperwork has been processed before, during and after the purchase of the goods. To actively assist in ensuring compliance with all company policies, procedures and work instructions and legal obligations and assisting the company in meeting its BBBEE objectives.

Key Responsibilities
Procurement Operations
- Prepare and process purchase orders based on approved purchase quotations and departmental requisitions.
- Monitor and follow up on purchase orders, confirming supplier delivery dates and ensuring on time delivery.
- Arrange daily collections or deliveries to stores and coordinate with logistics where necessary.
- Ensure all procurement documentation is accurate before goods receipt and submission to the Accounts Department.
Supplier Management
- Source materials and services from suppliers and negotiate pricing, quality, delivery, and payment terms.
- Prepare and issue Requests for Information (RFIs), Requests for Quotations (RFQs), and Requests for Tenders (RFTs).
- Analyse supplier quotations and make procurement recommendations.
- Maintain and improve supplier relationships and ensure BBBEE compliance where applicable.
- Conduct supplier audits and compile supplier performance reports with improvement recommendations.
- Identify and maintain relationships with buying houses and new vendors.
Procurement Administration
- Provide administrative procurement support to projects and operational departments.
- Administer and maintain supplier agreements and contracts.
- Set up or onboard new vendors in the procurement system and maintain procurement records.
- Maintain and update material standards, including exchange rates and raw material trends.
- Provide sample components for development and quality approval when required.
Inventory and Logistics Coordination
- Coordinate with the Stores Department to monitor inventory levels and prevent shortages.
- Ensure logistics arrangements support operational requirements and project timelines.
Compliance and Reporting
- Ensure adherence to company safety regulations, procurement policies, and legal guidelines.
- Maintain proper documentation of all procurement transactions.
- Compile and submit weekly and monthly procurement reports.
- Maintain proper housekeeping and record management practices.