Procurement Administration Manager

About the Role

First Technology National is seeking an experienced and highly organised Procurement Administration Manager to lead and manage our Procurement Administration function.

This role is responsible for overseeing the end-to-end procurement administration process, ensuring purchasing activities, order processing, supplier administration, stock management, and operational workflows are executed efficiently, accurately, and in accordance with company policies and service standards.

The successful candidate will demonstrate strong leadership capabilities, exceptional attention to detail, and proven experience managing procurement administration teams in a fast-paced, high-volume environment.

Key Responsibilities

Procurement & Operational Management

• Manage the end-to-end procurement administration process.
• Ensure purchase orders are processed accurately and within agreed service levels.
• Ensure orders are invoiced and dispatched accurately and timeously.
• Monitor and maintain the accuracy of procurement records and related documentation.
• Ensure system integrity and alignment between Open Orders (OE), Purchase Orders (PO), and Stock on Hand (SOH).
• Investigate and approve credit note requests.
• Review and approve large-value or special-instruction orders.
• Authorise COD payment requests in line with company procedures.
• Conduct quarterly stock takes and ad hoc stock spot checks as required.
• Monitor procurement and operational processes and identify opportunities for continuous improvement.

Team Leadership & People Management

• Lead, coach, mentor, and develop the Procurement Administration team.
• Supervise daily procurement operations and driver activities.
• Allocate workloads and monitor team performance against service standards.
• Establish clear performance expectations and departmental objectives.
• Conduct regular one-on-one meetings, performance discussions, and coaching sessions.
• Promote a culture of accountability, collaboration, and continuous improvement.
• Provide training on procurement systems, policies, and procedures.
• Escalate operational, resource, and performance risks to the Operations Manager with recommended solutions.

Stakeholder & Supplier Management

• Build and maintain strong relationships with suppliers, distributors, vendors, and internal stakeholders.
• Manage and resolve procurement, logistics, supplier, and order-related escalations.
• Collaborate with Sales, Warehouse, Finance, and Accounts Payable teams to resolve operational challenges.
• Support the Accounts Payable team with supplier payment queries and escalations.
• Ensure a high standard of service delivery across all procurement administration activities.

Reporting & Compliance

• Analyse procurement processes and identify trends, risks, and improvement opportunities.
• Ensure adherence to procurement policies, procedures, and approval controls.
• Produce accurate operational reports and procurement-related information when required.
• Maintain compliance with internal controls and audit requirements.

Minimum Requirements

Qualifications

• Grade 12 / Matric (Essential)
• Relevant qualification in Supply Chain Management, Procurement, Logistics, Business Administration, or a related field (Advantageous)

Experience

• Minimum 5 years' experience in procurement, purchasing, supply chain, or procurement administration.
• Minimum 2-3 years' experience managing a procurement administration team.
• Proven experience within a high-volume, deadline-driven operational environment.
• Experience managing supplier relationships and procurement processes.

Technical Skills

• Experience working with ERP systems such as Sage CRM, Sage Accpac, SAP, Syspro, Evolution, or similar.
• Advanced Microsoft Office proficiency, particularly Excel.
• Strong reporting, administrative, and analytical skills.
• Understanding of procurement, inventory, logistics, and supplier management processes.

Competencies

• Leadership and people management
• Procurement and supply chain administration
• Analytical thinking and problem-solving
• Attention to detail and accuracy
• Time management and prioritisation
• Team development and coaching
• Operational planning and coordination
• Stakeholder relationship management
• Decision-making and accountability
• Communication and interpersonal skills
• Process improvement and efficiency management

Desired Skills

• Procurement Administration
• Supply Chain Management
• Purchasing Management
• ERP Systems
• Sage Accpac
• Sage CRM
• Inventory Management
• Stock Control
• Vendor Management
• Team Leadership
• Logistics Coordination
• Operational Management
• Process Improvement
• Reporting and Analytics
• Stakeholder Management

If you are a proactive leader with strong procurement administration experience and a passion for operational excellence, we encourage you to apply.