Procurement & Inventory Administrator - Retail (Based In Kenilworth Cape Town)

Empowered People Solutions (Pty) Ltd; Cape Town; On-site; ZAR 200 000 - 300 000; Part time

Job summary

A leading procurement and inventory firm in Cape Town seeks a Procurement & Inventory Administrator to manage purchase orders, supplier relationships, and inventory control. The ideal candidate will have 2-4 years of experience in procurement, excellent analytical skills, and expertise in using ERP systems. This role offers an opportunity to enhance procurement efficiency and collaborate with various stakeholders.

Qualifications

• 2-4 years of experience in procurement or inventory management.
• Strong skills in supplier management and purchase order processing.
• Excellent analytical skills for cost control and efficiency.

Responsibilities

• Manage purchase orders and ensure delivery timelines are met.
• Maintain supplier database and evaluate performance.
• Conduct stock counts and resolve inventory discrepancies.
• Assist in procurement administration and documentation.

Skills

Purchase Order Management

Supplier Relationship Management

Inventory Control

Cost Analysis

Stakeholder Collaboration

Tools

ERP Systems

Xurrent (4ME)

Job description

Job Title : Procurement & Inventory Administrator - Retail (Based in Kenilworth Cape Town)

Report to : Head of IT Asset Management

Seniority Level : Mid Career (2 - 4 yrs exp)

Region : Western Cape

Type : Temp

Duties and Responsibilities

Purchase Order Management

• Process and manage purchase orders from requisition to delivery, ensuring accuracy and adherence to established timelines.
• Review and verify purchase requisitions, ensuring all necessary approvals and documentation are in place.
• Track orders and shipments, liaising with suppliers and internal departments to ensure timely delivery of goods and services to our stores.
• Resolve discrepancies and issues related to orders, invoices, and deliveries in a timely and effective manner, minimizing disruption to retail operations.

Supplier Relationship Management

• Maintain and update a comprehensive database of approved suppliers.
• Assist in evaluating supplier performance based on criteria such as price, quality, delivery, and service.
• Communicate effectively with suppliers regarding orders, specifications, and any changes or issues, fostering strong partnerships.
• Support the negotiation of terms and conditions with suppliers for standard purchases, aiming for competitive pricing and favourable terms.

Inventory & Stock Control

• Conduct regular stock counts and reconciliations, investigating and resolving discrepancies to maintain accurate bond and movement inventory records and other audit requirements between bond and Fixed Asset Register (FAR) entries.
• Assist in managing stock rotation to minimize obsolescence and waste.
• Manage de-installed and maintenance warehouse stock and collaborate with the finance and waste management teams.
• Collaborate with relevant departments (e.g., store operations, finance) to forecast procurement needs and manage stock levels effectively.
• Maintain accurate records of inventory movements, receipts, and issues within Xurrent (4ME) and Bond reports system and tools.

Warehouse & Goods Receiving Support

• Coordinate with the warehouse team or store receiving points for the efficient receipt of procured goods.
• Verify incoming shipments against purchase orders for accuracy in quantity and quality adhering to delivery protocols.
• Assist in the proper storage and organisation of inventory within the warehouse or designated storage areas.
• Support the processing of returns to suppliers for damaged or incorrect goods.

Administrative Support & Documentation

• Maintain accurate and up-to-date procurement and inventory records, contracts, and documentation for audit purposes.
• Prepare and manage procurement and inventory-related reports and analyses as required (e.g., supplier performance, stock levels, consumption rates).
• Ensure all procurement and inventory activities comply with company policies, procedures, and relevant legal and ethical guidelines.
• Assist in the administration and utilization of procurement and inventory management ERP systems to streamline processes.

Cost Control & Efficiency

• Provide cost analyses when required to support decision making.
• Identify and suggest opportunities for cost savings and process improvements within the procurement and inventory functions.

Stakeholder Collaboration

• Collaborate effectively with internal departments (e.g., Finance, Operations, Store Management, Warehouse Teams) to understand their procurement and inventory needs and ensure alignment.
• Provide support and guidance to staff on procurement and inventory policies and procedures.