Procurement Project Buyer Administrator

The Procurement Project Buyer Administrator is responsible for coordinating and administering procurement activities associated with projects, ensuring that materials, components, services and subcontracted requirements are sourced and delivered in accordance with approved specifications, budgets and project timelines.

The role provides an important link between Project Management, Engineering, Production, Stores, Finance, Suppliers and Procurement, ensuring that purchasing activities are accurately planned, monitored and completed on time.

The position requires a commercially aware and highly organised individual who can manage multiple procurement requirements while maintaining strong supplier relationships, accurate purchasing records and effective cost and delivery control.

Key Responsibilities :

1. Project Procurement

• Review project requirements, bills of materials, drawings, specifications and procurement schedules.
• Identify procurement requirements and establish purchasing priorities based on project timelines.
• Obtain quotations from approved and potential suppliers.
• Evaluate supplier quotations in terms of price, quality, lead time, technical compliance and commercial conditions.
• Prepare purchase orders in accordance with company procedures.
• Ensure procurement activities remain aligned with approved project budgets.
• Monitor long-lead and critical-path items and escalate potential delays.
• Maintain a project procurement schedule and provide regular status updates.
• Coordinate procurement requirements between Building Management with support to Engineering, Production, Stores
• Assist with sourcing alternative materials or suppliers where required.

2. Buyer Administration

• Create and maintain accurate purchase orders within the ERP system.
• Ensure purchase orders contain correct specifications, quantities, prices, delivery dates and agreed terms.
• Process supplier quotations and supporting documentation.
• Maintain procurement files and ensure appropriate documentation is available for audit and project records.
• Maintain supplier and purchasing records.
• Follow up outstanding purchase orders and maintain accurate expected delivery dates.

Assist with resolving discrepancies relating to pricing, quantities, deliveries and invoices.

• 3. Supplier Management
• Develop and maintain professional relationships with suppliers.
• Request and compare quotations to ensure competitive procurement.
• Negotiate, where authorised, pricing, lead times, payment terms and delivery arrangements.
• Monitor supplier performance relating to quality, delivery and responsiveness.
• Escalate supplier performance issues to the Supply Chain Manager.
• Assist with supplier evaluations and the development of approved supplier information.
• Identify opportunities for alternative suppliers, cost reductions and supply-chain improvements.

4. Project Cost & Delivery Control

• Monitor procurement expenditure against approved project budgets.
• Identify cost variances and communicate potential budget impacts.
• Track committed procurement spend.
• Monitor supplier lead times against required project dates.
• Identify procurement risks that could affect production or project completion.
• Provide procurement status reports to Project Management and Supply Chain Management.
• Assist with expediting critical and overdue materials.

5. ERP / Sage X3 V12 Administration

• Maintain accurate procurement information within Sage x3 V12 ERP system.
• Create and maintain purchase orders, supplier information and relevant procurement records.
• Ensure purchasing transactions are processed accurately and timeously.
• Maintain accurate delivery dates and order status information.
• Assist with procurement reporting and data analysis.
• Support continuous improvement of procurement processes and ERP utilisation.

Required Qualifications & Experience:

Minimum requirements:

• Grade 12 / Matric.
• Procurement, Supply Chain, purchasing qualification is required.
• 2–5 years' experience in procurement, buying or purchasing administration.
• Experience within a**, construction or project environment,** is highly advantageous.
• Experience with an ERP system; Sage X3 V12 experience would be advantageous.
• Strong Microsoft Excel skills.
• Experience in obtaining and analysing supplier quotations.