Procurement Administrator

Afms Group; Cape Town; On-site; ZAR 180,000 - 240,000; Full time

Job summary

AFMS Group in Cape Town seeks an organized Office Administrator to support Maersk operations across regions. You will handle front desk reception, switchboard, procurement administration, invoicing coordination, and helpdesk tasks using CAFM systems.

The role combines admin, procurement, and customer care with a focus on accuracy and professional service. Requirements include Grade 12, 2 years in admin/reception, MS Office proficiency, and procurement exposure.

Qualifications

• Grade 12
• Procurement administration experience as an advantage
• Minimum 2-year administration / reception experience with general knowledge of client service administration
• Computer Literate in MSOffice

Responsibilities

• Office administration with procurement focus
• Manage front desk reception and switchboard support
• Process work orders on CAFM system
• Prepare presentations and minutes for meetings
• Assist with functions and events
• Take minutes and type minutes for operational/Management meetings
• Handle invoices and supplier payments and ensure accuracy

Skills

Telephonic skills

Communication skills

Organizational skills

Attention to detail

Education

Grade 12

Tools

MS Office

Job description

Position Summary

Multidisciplinary role incorporating various tasks and duties related to Office Administration, Customer Care / Frontline Reception (receiving of client’s guests, answering telephone calls for switchboard) & Helpdesk (processing work orders on CAFM system) for Maersk in all regions.

Key Accountabilities or Principal Responsibilities

PRIMARY DUTIES

• Office Administration
• Customer Care / Frontline Reception
• Helpdesk / Call Centre administration

SECONDARY DUTIES

Office Administration

• Work closely with, operations teams, and HO Finance to ensure efficiencies are generated with respect to procurement requirements and deliverables
• Provide relevant PO status reports as requested
• Prepare PowerPoint presentations
• Taking minutes for operational and Management meetings
• Typing minutes for operational and Management meetings
• Assist with functions and events
• Perform ad-hoc administrative tasks as required

Invoices

• Collect all, invoices and timesheets from contractors
• Set up spreadsheet of electronic payments to be made to debtors and creditors
• Allocate and capture all invoices for payment to debtors and creditors
• Sort and check Supplier Invoices, compare invoice to order and attach order to relevant invoice
• Ensure address and VAT numbers on invoice are correct
• Add all invoices and statements on Control Sheet
• Forward to on-site Facilities Manager for signing
• Forward to Head Office for payment

Control and Maintain Stock

• Monitoring and ordering stock as necessary

Customer Care/ Frontline Reception

• Provide efficient and professional reception services to support client operations
• Respond to all calls in professional manner, ensuring professional image is projected always
• All telephone messages to be communicated to the intended person as promptly as possible
• Ensure confidentiality of privileged information at all times
• Discretion to be applied when handing out information
• Any issues of a sensitive nature to be passed to relevant manager
• Ensure no personal or confidential information relating to staff / client to be to be telephonically or personally to any person
• Ensure no information regarding the Company financial status or client base to be telephonically or personally to any person
• Deal professionally with international visitors and VIP guests
• Schedule and organize meetings and appointments
• Diary management and bookings for meeting rooms
• Prepare for meetings by ensuring that the venue is in order
• Maintain reception appearance and adherence to business etiquette, and liaise with relevant department to ensure reception facilities are fully functional
• Efficient receiving of clients, contractors, and visitors
• Courier facilitation
• Management of deliveries and receiving
• Reception security
• Meeting room management and assist with setup
• Deal with any issues that may arise relating to reception and bring to the attention of the correct person
• Offer switchboard support when necessary

Helpdesk / Call Centre administration

• Receive all help desk tasks from clients
• Ensure all calls, however received, are logged onto the Help Desk IT system

Issuing of service requests to responsible parties

• Forward all tasks to the responsible parties
• Input time frame onto help desk through Task Classification
• Follow up that the task was successfully allocated
• Monitor Task classifications and initiate system faults for correction by IT dept.

Follow up on all tasks

• Produce daily report on all requests logged on help desk for the facilities Coordinator highlighting present status
• Ensure all completed tasks are closed
• Highlight in-completed tasks and drive for closure
• Follow up on outstanding issues
• Update task status for client information
• Report to on-site facilities manager

It should be noted that, for operational reasons, it may be necessary to perform tasks other than those described herein from time to time.

Prescribed procedures may be amended by management as and when required.

Qualification Requirements and work-related experience

• Grade 12
• Procurement administration experience as an advantage
• Minimum 2-year administration / reception experience with general knowledge of client service administration
• Computer Literate in MSOffice

People and Management Skill

• Good telephonic skills
• Good communication in both written and verbal format
• Ability to communicate with internal departments and personnel across all levels
• Ability to provide exceptional service to all visitors, clients, and employees
• Good organisational skills
• Attention to detail
• Strong administrative skills
• Take ownership of tasks
• Ability to prioritize tasks
• Computer literacy skills

Key result areas

• Understand role of reporting to operations and to finance.
• Understand interworking with various teams to ensure client financial compliances
• Understand that driving savings through procurement function is critical
• Understanding that feedback and communication is critical to success

Additional Responsibilities and Skills

The employee acknowledges that all duties performed will reflect on the client and will thus act in a professional manner at all times, as FMS is a service provider, all necessary steps need to be taken to ensure that the service has been delivered according to client requirements, and to prescribed service levels.

All vacancies advertised by AFMS Group are in full adherence to South African labour legislation, including the Employment Equity Act, Labour Relations Act, and Basic Conditions of Employment Act.

We strive to create an inclusive workplace that values diversity and welcomes applications from all qualified individuals, regardless of race, gender, disability, or any other protected characteristic.

Our recruitment process is fair and equitable, focusing on the qualifications, skills, and experience that are relevant to each role. We ensure that all candidates are treated equally, and no discrimination will be tolerated.

By submitting your application, you consent to the processing of your personal information in accordance with the Protection of Personal Information Act 2014 (POPIA) for recruitment and hiring purposes.

If you have not received a response within 14 days of the closing date, please consider your application unsuccessful. However, your information may be retained for future opportunities unless you request otherwise.

For information on AFMS Group, including more information on our company culture, visit our website at www.afmsgroup.co.za.

Please note, relocation costs will not apply

Closing Date for applications: Tuesday, 27 October 2026, by 16h00