Procurement Coordinator

JOB DESCRIPTION

The Procurement Coordinator plays a pivotal role in supporting organisational purchasing activities across multiple categories, including maintenance, travel, stationery, catering, and general supplies. The position ensures accurate order creation, invoice processing, supplier reconciliation, and meticulous record keeping. It also involves coordinating bookings, monitoring supplier statements, maintaining stock levels, and assisting with departmental overflow tasks.

Maintenance

• Create purchase orders for maintenance requirements, ensuring accuracy in item descriptions, quantities, and supplier details.
• Submit invoices for completed jobs to the relevant team for receipting, following established protocols.
• Maintain detailed records of all orders generated and invoices received, ensuring completeness for audit purposes.
• Forward invoices and receipts to creditors promptly to support timely payment cycles.
• Record all invoices sent to creditors in a structured filing system, ensuring traceability.
• File documentation systematically to support compliance and easy retrieval during reviews.

Group Travel

• Process bookings for flights, accommodation, and car rental requests received via SharePoint, ensuring adherence to travel policies.
• Generate Embrace orders for approved travel requests, capturing all relevant details.
• Match invoices to corresponding orders to confirm accuracy before payment submission.
• Reconcile monthly credit card statements, investigating and resolving any discrepancies.
• Reconcile supplier statements for accommodation and car rentals, ensuring payments are current and outstanding balances are addressed.
• Maintain accurate and complete travel records to support reporting and compliance requirements.

Flower Orders

• Process flower requests promptly upon receipt, ensuring compliance with the company’s flower policy.
• Create, place, and track supplier orders, monitoring progress until delivery is confirmed.
• Verify that deliveries are completed as requested and documented.
• Match invoices to orders and submit them for receipting.
• Forward invoices to creditors for payment processing, ensuring deadlines are met.
• Maintain records of all invoices sent to creditors and reconcile supplier statements to confirm accuracy.
• File documentation to ensure transparency and accountability in procurement activities.

Stationery

• Assist with loading inventory orders into the system when required.
• Create monthly internal orders to meet the procurement department’s stationery requirements, ensuring stock availability.

Boardrooms – Catering and Refreshments

• Conduct weekly stock checks in the kitchen to monitor cutlery, crockery, and refreshments.
• Create monthly orders for boardroom refreshments and consumables, ensuring adequate supply.
• Assist with catering and refreshments for client and internal meetings when required, ensuring professional presentation.
• Support boardroom bookings when necessary, coordinating with relevant teams.
• Check that boardroom equipment is functional and report any issues to the maintenance department.
• Monitor cleanliness and presentation of boardrooms daily, reporting concerns promptly to ensure readiness for meetings.

General Support

• File procurement documentation in accordance with company standards, ensuring accessibility and compliance.
• Attend to day‑to‑day overflow requirements within the department, providing flexible support.
• Assist with producing report copies and binding for distribution to stakeholders.
• Receive and distribute internal mail efficiently, ensuring timely delivery.
• Carry out general administrative tasks to support departmental operations.
• Maintain and update the asset register bi‑annually, ensuring accuracy and completeness for audit purposes.

MINIMUM REQUIREMENTS

• Grade 12
• 3+ years’ experience in secretarial/ purchasing role preferably within a logistics environment.
• Previous experience in travel booking will be advantageous.
• Intermediate proficiency in Microsoft Office Suite, with the ability to prepare documentation, process reports, and maintain accurate records using Word, Excel, and Outlook.
• Competence in SharePoint, enabling efficient processing of travel requests, bookings, and departmental workflows.
• Working knowledge of the Embrace system to generate and track procurement orders with accuracy.

SKILLS REQUIRED

• Strong communication skills to liaise effectively with suppliers, creditors, and internal stakeholders.
• Proven troubleshooting skills to resolve procurement queries and reconcile discrepancies.
• Solid data entry skills to maintain accurate records of orders, invoices, and supplier statements.
• Effective organisational skills to prioritise multiple procurement streams simultaneously.
• Analytical skills to review supplier statements and identify outstanding payments.
• Attention to detail to ensure compliance with procurement policies and accurate documentation.
• Time management skills to meet deadlines for reconciliations and reporting.

PERSONAL ATTRIBUTES

• Reliable
• Detail-oriented
• Organised
• Proactive
• Adaptable
• Collaborative
• Customer-focused
• Solution-driven

KNOWLEDGE

• Knowledge of procurement processes and supplier payment cycles.
• Knowledge of invoice matching, receipting, and creditor reconciliation.
• Knowledge of corporate travel booking procedures and supplier policies.
• Knowledge of PPE inventory tracking and employee issue records.
• Knowledge of stationery and consumable ordering cycles.
• Knowledge of catering and boardroom support requirements.
• Knowledge of filing systems and asset register maintenance.

Disclaimer

Please note that due to the high volume of applications received, only shortlisted candidates will be contacted. If you do not receive feedback from us within 4 weeks (28 days) of submitting your application, please consider your application unsuccessful on this occasion.

We appreciate the time and effort you have invested in your application and encourage you to apply for future opportunities that match your skills and experience.

We wish you every success in your job search and thank you for considering our company as a potential employer.

Kind regards,
The Recruitment Team

Work Location: In person