Procurement Administrator

The Procurement Administrator is responsible for providing administrative and operational support to the Procurement Department by ensuring the efficient sourcing, ordering, receipt, and management of automotive parts, workshop consumables, tools, and related inventory. The role is critical in maintaining optimal stock levels to support workshop operations, minimise vehicle downtime, and ensure repairs are completed according to operational schedules.

The incumbent is responsible for maintaining accurate procurement records, processing purchase orders, managing supplier communication, and ensuring inventory transactions are accurately captured within the company's fleet and workshop management systems.

Key Performance Areas (KPAs)

1. Procurement Administration

• Process purchase requisitions and purchase orders in accordance with company procurement policies.
• Source automotive parts, workshop consumables, tools, and equipment from approved suppliers.
• Obtain quotations and compare pricing to ensure value for money.
• Monitor outstanding purchase orders and ensure timely delivery of goods.
• Follow up on delayed orders and resolve supplier-related issues.
• Assist the Procurement Manager with day-to-day procurement activities.

2. Inventory and Parts Management

• Monitor and maintain workshop inventory levels to ensure sufficient stock availability.
• Order replacement parts, workshop tools, and consumables as required.
• Track special orders, backorders, and returned items.
• Ensure stock is stored safely, securely, and in an organised manner.
• Conduct regular stock counts and inventory reconciliations.
• Report stock shortages, obsolete stock, and discrepancies.

3. Supplier Coordination

• Liaise with suppliers regarding quotations, pricing, product availability, and delivery schedules.
• Ensure suppliers meet agreed delivery timelines.
• Verify deliveries against purchase orders and supplier documentation.
• Resolve discrepancies relating to orders, invoices, and deliveries.
• Maintain positive working relationships with suppliers.

4. System Administration and Data Capturing

• Accurately capture all parts and materials issued for vehicle repairs in the Auto Manage system or other approved workshop management systems.
• Record part numbers, quantities, unit prices, and supplier information accurately.
• Capture purchase orders, goods received, invoices, and job card information.
• Create quotations for internal departments and external customers where required.
• Ensure all procurement records are complete and up to date.

5. Documentation and Record Keeping

• Maintain accurate procurement and inventory records.
• File purchase orders, invoices, delivery notes, quotations, and supplier documentation.
• Ensure procurement documentation complies with company procedures.
• Maintain organised digital and physical filing systems.
• Assist with procurement audits and inventory verification exercises.

6. Reporting

• Prepare reports on:
• • Parts usage
    • Inventory levels
    • Stock movements
    • Procurement expenditure
    • Outstanding purchase orders
    • Supplier performance
    • Cost analysis
• Provide procurement data to management as required.

7. Customer and Internal Support

• Assist workshop personnel with parts identification and availability.
• Provide accurate pricing and availability information when requested.
• Respond to procurement and inventory-related queries promptly.
• Support workshop staff to ensure repairs are completed without unnecessary delays.
• Maintain effective communication with workshop personnel and internal stakeholders.

Minimum Requirements

Qualifications

• Grade 12 (Matric).
• Certificate or Diploma in:
• • Procurement
    • Supply Chain Management
    • Logistics
    • Business Administration
    • or a related field will be advantageous.

Experience

• Minimum of three (3) years' experience as a Procurement Administrator, Parts Administrator, or Procurement Clerk.
• Experience within a fleet, transport, automotive, or workshop environment is essential.
• Experience with inventory control and procurement processes.
• Experience using procurement, inventory, or workshop management systems.