Procurement Coordinator

Value Logistics; Pretoria; On-site; ZAR 180 000 - 240 000; Full time

Job summary

A logistics company in Pretoria is seeking an Administrative Assistant responsible for managing group travel arrangements, handling general administrative tasks, and supporting the procurement department. The ideal candidate has at least 3 years of experience in an admin environment, is proficient in MS Office, and possesses strong multitasking abilities. This role involves various duties including order processing, record keeping, and internal mail distribution.

Qualifications

• 3 years’ experience in admin / procurement environment.

Responsibilities

• Responsible for group travel arrangements and general admin.
• Assist the procurement department with various admin duties.
• Create and manage orders for maintenance and supplies.
• Ensure accurate record keeping of orders and invoices.
• Conduct weekly stock checks for boardrooms.

Skills

Proficiency in MS Office

Customer Relations

Multitasking

Education

Grade 12 (Matric)

Job description

Purpose of the Job: Responsible for Group travel arrangements / general admin / loading general & maintenance orders, assisting with queries and filing. Assisting the procurement department with various admin duties and overflow requirements.

Maintenance

• Create Orders
• Invoices for completed jobs to be handed over for receipting
• Accurate record keeping of orders generated and invoices received
• Send Invoices and receipts to creditors for payment
• Record keeping of all invoices sent to creditors
• Filing

Group Travel

• Process Bookings for Flights / Accommodation & Car Rental requests as received on Sharepoint
• Generate Embrace orders
• Match Invoices to orders for payments
• Recon credit card statement monthly
• Recon accommodation and car rental supplier statements, ensure payments are up to date
• Accurate record keeping

Flower Orders

• Process requests on receipt as per the flower policy
• Create, place and track orders to the supplier
• Confirm delivery is done
• Match invoice to orders and hand over for receipting
• Send invoices to creditors for payment
• Record keeping of all invoices sent to creditors
• Ensure supplier statement is up to date
• Filing

PPE

• Queries – Check order status on Embrace. Obtain information from warehouse / buyer and supply feedback to the Business Unit/s
• Assist with loading inventory orders when requested
• Assist in checking returns received, matching to paperwork
• Assist in checking exchanges, matching to paperwork
• Assist to check Sharepoint that users updated PPE issue dates
• Assist to update employee data on Sharepoint

Stationery

• Assist with loading inventory orders when required
• Create monthly internal orders for the procurement department’s requirements

Boardrooms – Catering / Refreshments

• Weekly stock check in the kitchen of cutlery and refreshments
• Create monthly orders for Boardroom refreshments
• Assist with catering / refreshments for clients and internal meetings if required
• Assist with boardroom bookings if required
• Ensuring that equipment in boardrooms is in working order
• Ensure that boardrooms are clean and tidy daily, report issues to maintenance department

General

• Filing
• Attending to day-to-day overflow requirements within the department
• Assist with report copies and binding
• Receiving & distributing internal mail
• General admin requirements
• Maintain and update the asset register bi-annually

Minimum Requirements

• Grade 12 (Matric)
• 3 years’ experience in admin / procurement environment

Skills Requirements

• Proficiency in MS Office (Outlook, Word, Excel, Powerpoint)
• Presentable – be able to deal with customers and suppliers in a professional manner
• Customer Relations
• Ability to multitask and perform under pressure