Purchasing Officer

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

Job summary

A leading procurement service provider in Cape Town is seeking a skilled candidate for inventory procurement management. Applicants should have a minimum of 3 years of purchasing experience and strong knowledge of MS Office. Key responsibilities include managing purchase orders, maintaining inventory accuracy, and ensuring timely delivery. The ideal candidate will excel in communication and analytical skills, ensuring collaboration with finance and sales teams to meet inventory targets. This position offers a comprehensive role within a dynamic team, aimed at optimizing procurement processes.

Qualifications

• 3+ years of experience working in purchasing.
• Excellent command of MS Office, especially Excel.
• Ability to work efficiently in a team or independently.

Responsibilities

• Manage purchase orders and procurement for inventories across lines.
• Ensure inventory products are accurately entered into the system.
• Maintain effective communication with finance, sales, and operations.

Skills

Attention to detail

Analytical skills

Communication skills

Education

Tertiary qualifications

Tools

MS Office (Excel, PowerPoint, Word)

Job description

Key Responsibilities

1. Purchase order management :

To be the primary person who purchases and procures inventories for all Lines of Business. (Wholesale & Retail).

Enter all Purchase Orders into the NB business system

Ensure appropriate sizes are ordered in accordance with the recommended purchases as well as general maintenance & checking.

Make sure that Buy Summary File or Order Confirmations received from suppliers match back to what was placed to ensure no errors.

Check that ETA that should be auto updating for NBIL PO’s is correct and raise any concerns if auto updates are not happening.

For direct PO’s update ETA within the system in accordance with the ETAs provided by suppliers.

Ensure that the buying lead times are adhered to.

Ensure all purchases are place on time and to purchasing timelines.

Ensure FOB pricing is accurate and maintained.

2. Stock Master Maintenance

Ensure all inventory product lines (Styles & SKUs) are entered, are accurate and loaded into the business CRM system.

Footwear, Apparel & Accessories.

Work Closely with Finance on any related reporting fields.

Maintain Size Matrix data.

Ensure colour / width matrix is maintained and appropriate

Ensure all product divisions and classifications are accurate and appropriate to ensure correct reporting throughout the business.

Enter product wholesale prices, and assisting with standard costs and FOBs.

Responsible for all filing and maintenance of purchase orders that have been raised. To be kept tidy, accessible & in order.

3. Production Schedule Management & Maintenance

Ensure inventory arrives in full, correct quantities at correct prices.

Check all Invoices, Packing Lists, Certificate of Origin, Bill of Lading / Air Waybills are correct and match back to PO’s. Accept all documents on TDMS system for NBIL PO’s.

Follow-up with suppliers where missing documents is needed for customs clearance.

Update and communicate any shortages / amendments of PO’s to all relevant parties.

4. Communication

Ensure communications between Finance, Sales, Product, Customer Service and Operations are maintained.

Liaise, monitor and communicate all relevant data to the shipping department.

Monitor and update any XFD changes from factories.

Update and communicate any delays, problems or shortages to all relevant parties.

Work closely with the Demand Planner ensuring a very close line of communication is established.

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.

5. Samples Management

Ensure that all samples ordered by Product Managers (footwear, Apparel, Accessories, Equipment) arrives in time.

Ensure booking received from factories are checked, approved and booked to ship without delay.

Ensure all documentation is correct in terms of price, qty, for correct customs clearance process.

Communicate with Product Managers on Product arrival, distribution of cartons, updates on what has arrived and what is still outstanding.

Ensure all styles are setup with the relevant FOB and Standard Cost and booked into the system for Finance to match documents and pay suppliers.

Ensure Finance has all necessary suppliers’ documents as well as freight billings for payment to be done.

Keep Sample Register sheet update 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.

Experience

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.

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