Junior Procurement Administrator

Green Marble Recruitment Consultants; Gauteng; On-site; ZAR 180,000 - 240,000; Full time

Job summary

Green Marble Recruitment Consultants is seeking a proactive Procurement Administrator to support the Procurement Manager in a busy Gauteng office. The role requires meticulous administration, order processing, supplier communications, and data entry in MS Office and Xero where required.

Must have Matric, Advanced Excel, PO/invoice/quotation experience, own vehicle with a valid licence, and reside in Pretoria East. A two-week notice is preferred to ensure a smooth transition.

Qualifications

• Matric required; strong admin skills.
• Advanced Excel proficiency essential.
• PO, invoice and quotation experience required.
• Own vehicle and valid licence.
• Reside in Pretoria East.
• Proactive, thick-skinned and takes initiative.
• 2 weeks' notice will be given first preference.

Responsibilities

• Provide administrative support to the Procurement Manager.
• Receive and record purchase requisitions with necessary details.
• Request quotations and compile comparisons for review.
• Prepare purchase orders and related documentation.
• Maintain procurement tracker with requisitions, quotations, POs, delivery dates, actions.
• Communicate with suppliers on quotations and delivery timelines.
• Follow up on outstanding orders and flag delays or price changes.
• Maintain supplier records and required supplier forms.
• Assist in resolving discrepancies between POs, delivery notes, invoices, and goods received.
• Maintain electronic and physical procurement records and MS Office/Xero data entry.
• Compile routine procurement reports and status updates.
• Handle confidential supplier and pricing information discreetly.
• Coordinate with requesting departments, site personnel, suppliers, finance and stakeholders.
• Monitor deadlines and ensure follow-ups are completed.
• Communicate in English or Afrikaans with high accuracy.
• Comply with policies and confidentiality obligations.
• Perform other procurement admin and PA duties as assigned.

Skills

Advanced Excel

PO/invoice/quotation experience

Education

Matric

Tools

MS Office

Xero

Job description

Minimum Requirements:

• Matric.
• Advanced Excel.
• PO, invoice and quotation experience.
• Own vehicle and valid licence.
• Pretoria East residents only.
• Proactive, thick-skinned and takes initiative.
• 2 weeks' notice will be given first preference.

Duties and Responsibilities:

• Provide administrative support to the Procurement Manager and assist with the day-to-day coordination of procurement activities.
• Receive and record purchase requisitions, check that requests include the necessary descriptions, quantities, specifications, delivery details, and approvals, and refer incomplete requests for correction.
• Request quotations from approved or prospective suppliers as instructed and compile quotation comparisons for review by the Procurement Manager or Procurement Officer.
• Prepare purchase orders and related procurement documentation for review or approval in accordance with Company procedures.
• Maintain an accurate procurement tracker showing requisitions, quotations, approvals, purchase orders, expected delivery dates, and outstanding actions.
• Communicate with suppliers regarding quotations, order acknowledgements, delivery dates, documentation, and routine queries.
• Follow up on outstanding orders and advise the Procurement Manager of delays, shortages, price changes, or other issues requiring attention.
• Assist with maintaining supplier records and obtaining required supplier forms, banking details, tax information, and other supporting documents, subject to Company verification and approval procedures.
• Assist in resolving discrepancies between purchase orders, delivery notes, invoices, and goods received by referring issues to the appropriate person.
• Maintain orderly electronic and physical procurement records, including requisitions, quotations, purchase orders, delivery documentation, supplier correspondence, and approvals.
• Capture and update procurement information accurately on the Company’s systems and spreadsheets, including MS Office and Xero where required and authorised.
• Compile routine procurement reports, order status updates, and administrative summaries for the Procurement Manager.
• Handle confidential supplier, pricing, commercial, and Company information discreetly and only share it with authorised persons.
• Coordinate with requesting departments, site personnel, suppliers, finance, and other relevant stakeholders to support efficient procurement processes.
• Monitor deadlines and ensure that follow-up actions are completed promptly.
• Communicate professionally in English or Afrikaans and maintain a high standard of accuracy and organisation.
• Comply with Company policies, approval limits, document-control requirements, and confidentiality obligations.
• Perform other reasonable procurement administration and personal assistant duties as assigned by the Company.