Procurement & Inventory Administrator - Retail (Based in Kenilworth Cape Town)

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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.