Procurement Administrator

GVW Group; Durbanville; On-site; ZAR 180,000 - 260,000; Full time

Job summary

GVW Group is seeking a Procurement Administrator in Cape Town to support buyers and the Strategic Purchasing Manager. You will coordinate sourcing documentation, keep procurement data accurate, track purchasing activities and help resolve supplier invoice discrepancies.

You will interact with suppliers, Finance and internal teams to drive process improvements and cost-reduction initiatives while maintaining records and reports.

Qualifications

• Diploma in Business or Supply Chain is required.
• 1-2 years of relevant procurement experience.
• Proficiency in ERP/MRP and procurement systems.
• Strong Microsoft Excel, reporting, document-control skills.
• Clear written and verbal communication, team-oriented approach.

Responsibilities

• Compile and issue RFQ packages with drawings, BOMs, specs and usage data.
• Administer ECOs and RFQs from intake to RFQ, supplier follow-up and system setup.
• Maintain supplier records, pricing, MOQs, lead times in ERP/MRP.
• Prepare requisitions for production, PPAP, tooling, and ROI documentation.
• Analyze supplier invoice short-pays and resolve discrepancies with Finance.
• Track RFQs, ECOs, approvals, deliveries and invoice actions; escalate delays.
• Schedule procurement meetings; prepare materials and record minutes.
• Maintain procurement reports, trackers and cost-reduction records; ensure audit trails.
• Identify lead-time improvements and data issues; recommend workflow improvements.
• Perform other duties as assigned by Strategic Purchasing Manager.

Skills

ERP/MRP proficiency

Excel

Attention to detail

Organization

Communication

Education

Diploma in Business or Supply Chain

Tools

ERP/MRP systems

Procurement systems

Job description

Procurement Administrator

GVW Group is a dynamic private investment and industrial holding company dedicated since 1993 to growing and starting businesses. We take an entrepreneurial approach to building value for our scalable early stage, high-growth, and mid-size operating companies by providing strategic expertise and resources. Along the way, we have expanded globally into diverse industries ranging from manufacturing to technology, distribution, big data, engineering, and energy efficiency.

GVW Group (Pty) Ltd | Supporting GVW Group and its affiliate companies

Location: Cape Town South Africa

About The Role

GVW Group (Pty) Ltd is seeking an organized, detail-oriented Procurement Administrator to support our buyers and Strategic Purchasing Manager.

In this role, you will coordinate sourcing documentation, maintain accurate procurement data, track purchasing activities, and help resolve supplier invoice discrepancies. You will work closely with suppliers, Finance, and internal teams to keep procurement activities moving while supporting process improvements and cost-reduction initiatives.

Key Responsibilities

• Support sourcing activities: Compile and issue complete request for quotation (RFQ) packages, including drawings, bills of material, specifications, and annual usage or volume information.
• Coordinate engineering changes: Administer engineering change orders (ECOs), from request intake and Teamcenter documentation through RFQs, supplier follow-up, escalation, and system setup.
• Maintain procurement data: Create and update supplier records, pricing, minimum order quantities (MOQs), lead times, and related information in ERP/MRP and supporting systems.
• Process purchase requisitions: Prepare accurate requisitions for production, Production Part Approval Process (PPAP), tooling, and other approved requirements, maintaining supporting return on investment (ROI), approval, and audit documentation.
• Resolve invoice discrepancies: Analyze and report supplier invoice short-pays and other discrepancies, working with buyers, suppliers, and Finance to correct pricing and resolve issues within agreed timelines.
• Track activities through completion: Monitor RFQs, supplier responses, ECOs, approvals, deliveries, receipt confirmations, invoice actions, and open procurement items; escalation delays appropriately.
• Coordinate meetings and follow-up: Schedule procurement and supplier meetings, prepare supporting materials, record minutes, and maintain action logs.
• Maintain reports and records: Keep procurement reports, databases, trackers, cost-reduction records by truckline, and audit trails accurate and up to date.
• Support continuous improvement: Assist with supplier lead-time improvements, MOQ discipline, exception-part analysis, sourcing, and cost-reduction initiatives. Identify recurring delays or data issues and recommend practical workflow improvements.
• Complete additional procurement duties and projects assigned by the Strategic Purchasing Manager.

Qualifications

• A diploma in Business or Supply Chain.
• 1-2 years of relevant experience.
• Proficiency in ERP/MRP and procurement systems, including maintaining supplier, pricing, and purchasing data.
• Strong Microsoft Excel, reporting, document-control, and database-management skills.
• Excellent attention to detail, organization, and prioritization, with the ability to manage multiple tasks.
• Clear written and verbal communication skills and a professional approach to supplier engagement.
• A proactive approach, efficient execution, reliable follow-through, and sound judgment on when to escalated issues.
• Practical problem-solving skills and a continuous-improvement mindset.
• A friendly, positive, and team-oriented approach.

Equal Employment Opportunity

GVW is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, or any other characteristic protected by law.