Purchasing Administrator - Vendor Relations

Placements24; Paarl; Hybrid; ZAR 300,000 - 420,000; Full time

Benefits offered by this job

Competitive salary

Hybrid work model

Professional development

Collaborative environment

Company benefits

Job summary

Placements24 is seeking a detail-oriented Purchasing Administrator to join the vendor relations team in Paarl, Western Cape. This hybrid role requires on-site collaboration with internal teams and remote tasks, supporting day-to-day purchasing and order processing.

You will manage vendor records, track orders, assist with bids and market analysis, and help ensure accurate invoicing and KPI-driven supplier performance. Excellent communication is essential.

Qualifications

• High school diploma required; a diploma in Business Administration or Supply Chain is a plus.
• 2-3 years in purchasing, procurement, or admin with vendor interaction.
• Strong understanding of purchasing principles and practices.
• Excellent communication, interpersonal, and negotiation skills.
• Proficiency in Microsoft Office Suite, especially Excel; familiarity with ERP/purchasing software.

Responsibilities

• Process purchase requisitions and generate purchase orders accurately and efficiently.
• Maintain and update vendor records, including contact info, pricing, and performance evaluations.
• Serve as a primary contact for vendors regarding orders, deliveries, and payments.
• Monitor supplier performance against KPIs and escalate issues to procurement manager.
• Assist onboarding of new vendors and ensure required documentation is filed.
• Track order status and communicate delays to internal stakeholders.
• Support data gathering for bids, tenders, and market analysis.
• Ensure timely processing of invoices and reconcile PO vs. invoice discrepancies.
• Contribute to continuous improvement of purchasing processes and vendor management.

Skills

Communication skills

Negotiation skills

Attention to detail

Multitasking

Education

High school diploma

Diploma in Business Administration or Supply Chain

Tools

Excel

ERP software

Job description

About the Role

Our client, a well-established distributor of specialty chemicals, is looking for a detail-oriented Purchasing Administrator to enhance their vendor relations team in Paarl, Western Cape, ZA . This hybrid position requires you to be on-site for key collaborative activities and offers remote flexibility for other tasks. You will be instrumental in managing day-to-day purchasing operations, maintaining strong relationships with a diverse supplier base, and ensuring efficient order processing. The role involves significant interaction with both internal departments and external vendors, making excellent communication skills paramount. This is a fantastic opportunity for an organized and proactive individual to contribute to the smooth functioning of the supply chain and support strategic purchasing initiatives.

Key Responsibilities

• Process purchase requisitions and generate purchase orders accurately and efficiently.
• Maintain and update vendor records, including contact information, pricing agreements, and performance evaluations.
• Serve as a primary point of contact for vendors, addressing inquiries regarding orders, deliveries, and payments.
• Monitor supplier performance against agreed-upon KPIs and elevate any issues to the procurement manager.
• Assist in the onboarding of new vendors, ensuring all necessary documentation is completed and filed.
• Track order status and proactively communicate any delays or issues to internal stakeholders.
• Support the procurement team in gathering data for bids, tenders, and market analysis.
• Ensure timely processing of invoices and reconcile discrepancies between purchase orders and invoices.
• Contribute to the continuous improvement of purchasing processes and vendor management practices.

Requirements

• High school diploma or equivalent required; a certificate or diploma in Business Administration or Supply Chain is a plus.
• Minimum of 2-3 years of experience in a purchasing, procurement, or administrative role with vendor interaction.
• Strong understanding of purchasing principles and practices.
• Excellent communication, interpersonal, and negotiation skills.
• Proficiency in Microsoft Office Suite, particularly Excel, and familiarity with ERP or purchasing software.
• High level of accuracy and attention to detail.
• Ability to manage multiple tasks and prioritize effectively.
• Experience working in a hybrid environment, demonstrating flexibility and self-discipline.

Benefits

• Competitive annual salary.
• Hybrid work model offering a balance of remote and on-site work.
• Opportunities for professional development and skill enhancement.
• Positive and collaborative work environment.
• Access to company benefits and resources.
• Direct impact on supplier relationships and operational efficiency.