Purchasing Officer

Job Crystal; Cape Town; On-site; ZAR 200 000 - 300 000; Full time

Job summary

A leading procurement firm in Cape Town is seeking an experienced purchasing professional to manage procurement processes effectively. The ideal candidate has over 3 years of experience in purchasing, a strong command of MS Office, and excellent attention to detail. Responsibilities include managing purchase orders, communicating with cross-functional teams, and ensuring timely inventory arrival. This position offers competitive compensation in a dynamic working environment.

Qualifications

• 3+ years of experience working in purchasing.
• Excellent command of MS Office (Excel, PowerPoint, Word).
• High attention to detail & organized.
• Good analytical and communication skills.
• Understanding of each of the major Incoterms.

Responsibilities

• Manage purchase orders and procure inventories for all Lines of Business.
• Ensure accurate entry of all purchase orders into the system.
• Maintain communication between Finance, Sales, Product, Customer Service, and Operations.
• Monitor stock master data and inventory product lines.
• Ensure timely arrival of inventory in full and correct quantities.

Skills

Purchasing management

Team collaboration

MS Office proficiency

Attention to detail

Analytical skills

Education

Tertiary qualifications

Job description

Key Responsibilities

• Purchase order management: To be the primary person who purchases and procures inventories for all Lines of Business.
  1. Enter all Purchase Orders into the NB business system
  2. Ensure appropriate sizes are ordered in accordance with the recommended purchases as well as general maintenance & checking
  3. Make sure that Buy Summary File or Order Confirmations received from suppliers match back to what was placed to ensure no errors.
  4. Check that ETA that should be auto updating for NBIL PO's is correct and raise any concerns if auto updates are not happening.
  5. For direct PO's update ETA within the system in accordance with the ETAs provided by suppliers
  6. Ensure that the buying lead times are adhered to
  7. Ensure all purchases are place on time and to purchasing timelines
  8. Ensure FOB pricing is accurate and maintained
• Stock Master Maintenance: Ensure all inventory product lines (Styles & SKUs) are entered, are accurate and loaded into the business CRM system.
  1. Footwear, Apparel & Accessories
  2. Work Closely with Finance on any related reporting fields
  3. Maintain Size Matrix data
  4. Ensure colour / width matrix is maintained and appropriate
  5. Ensure all product divisions and classifications are accurate and appropriate to ensure correct reporting throughout the business
  6. Enter product wholesale prices, and assisting with standard costs and FOBs
  7. Responsible for all filing and maintenance of purchase orders that have been raised.
  8. To be kept tidy, accessible & in order
• Production Schedule Management & Maintenance: Ensure inventory arrives in full, correct quantities at correct prices.
  1. Check all Invoices, Packing Lists, Certificate of Origin, Bill of Lading / Air Waybills are correct and match back to PO's.
  2. Accept all documents on TDMS system for NBIL PO's.
  3. Follow-up with suppliers where missing documents is needed for customs clearance.
  4. Update and communicate any shortages / amendments of PO's to all relevant parties.
• Communication: Ensure communications between Finance, Sales, Product, Customer Service and Operations are maintained.
  1. Liaise, monitor and communicate all relevant data to the shipping department.
  2. Monitor and update any XFD changes from factories.
  3. Update and communicate any delays, problems or shortages to all relevant parties.
  4. Work closely with the Demand Planner ensuring a very close line of communication is established.
  5. Follow-up with Demand Planner & Product Managers on what will need to be placed in designated buy windows as well as for any ad hoc buys.
• Samples Management: Ensure that all samples ordered by Product Managers (footwear, Apparel, Accessories, Equipment) arrives in time.
  1. Ensure booking received from factories are checked, approved and booked to ship without delay.
  2. Ensure all documentation is correct in terms of price, qty, for correct customs clearance process and communicate with Product Managers on Product arrival, distribution of cartons, updates on what has arrived and what is still outstanding.
  3. Ensure all styles are set up with the relevant FOB and Standard Cost and booked into the system for Finance to match documents and pay suppliers.
  4. Ensure Finance has all necessary suppliers' documents as well as freight billings for payment to be done.
  5. Keep Sample Register sheet updated to date for tracking purposes and for Finance to use to match all documents and to action payments.

Key Measures

Ensure all products are placed on time and in order to achieve the desired delivery for SAF. Maintain a high level of accuracy with all purchases – ensuring correct quantities, relevant size matrix quantities and appropriate ex‑factory dates are met. Ensure all Inventory lines / styles are entered into the business system – styles, categories & prices are maintained and accurate. Maintain communications with Sales, Customer Service and the Finance department and ensure that all relevant data is communicated.

Qualifications

• Tertiary qualifications preferred.
• 3+ years of experience working in purchasing.
• Excellent command of MS Office (Excel, PowerPoint, Word).
• The ability to work efficiently in a team environment or on own.
• High attention to detail & organised.
• Good analytical and communication skills.
• Understanding of each of the major Incoterms.

Outcome Statement: Timely and accurate procurement ensures inventory arrives as planned, minimizing stockouts. Inventory and delivery targets are met through effective purchasing and planning. Product size profiling using historical data, sales trends, and forecasts reduces size shortages. System integrity is upheld through accurate data entry, supplier coordination, and customs compliance. Cross‑functional collaboration with Finance, Sales, and Product teams aligns procurement with business needs.

Monthly Salary: R R