Buying Administrator

A leading company in the engineering sector is seeking a detail-oriented Buying Administrator to join their procurement team. This role is ideal for a proactive professional with strong procurement administration experience who thrives in a fast-paced, operational environment.

Working closely with the buying manager, the successful candidate will play a key role in the day-to-day running of buying operations, ensuring the timely sourcing, purchasing, and delivery of stock and assets required for both internal operations and client projects.

Key responsibilities

Procurement operations

• Prepare and process purchase orders based on approved quotations and departmental requisitions
  

• Monitor and follow up on purchase orders to ensure suppliers meet confirmed delivery dates
  

• Arrange daily collections or deliveries from suppliers and coordinate with logistics where required
  

• Ensure procurement documentation is accurate and complete prior to goods receipt and submission to Accounts
  

Supplier management

• Source materials and services from suppliers while negotiating pricing, quality, delivery, and payment terms
  

• Prepare and issue RFIs, RFQs, and RFTs
  

• Analyse supplier quotations and make informed procurement recommendations
  

• Maintain and strengthen supplier relationships while supporting BBBEE compliance objectives
  

• Conduct supplier audits and compile supplier performance reports with improvement recommendations
  

• Identify and onboard new vendors and maintain relationships with buying houses
  

Procurement administration

• Provide procurement administration support to operational teams and project departments
  

• Maintain supplier agreements, contracts, and procurement records
  

• Onboard new suppliers within the procurement system
  

• Maintain and update material standards, including exchange rate and raw material trend tracking
  

• Provide component samples for development and quality approval when required
  

Inventory and logistics coordination

• Work closely with the stores department to monitor stock levels and prevent shortages
  

• Ensure logistics arrangements support operational requirements and project delivery timelines
  

Compliance and reporting

• Ensure adherence to procurement policies, company safety regulations, and relevant legislation
  

• Maintain accurate documentation for all procurement transactions
  

• Compile and submit weekly and monthly procurement reports
  

• Maintain effective record management and housekeeping practices
  

• PPPFMA experience
• Experience in dealing with State Owned Enterprises / SOCs

Minimum requirements

Qualifications

• Grade 12
  

• Diploma (NQF 6) in procurement, supply chain, logistics or related field
  

Experience

• Minimum 3 years’ experience in a similar procurement or buying administration role
  

• 3 years’ experience in imports and exports
  

• Experience within an engineering, manufacturing, or technical environment will be advantageous
  

Key skills and knowledge

Technical skills

• Strong procurement and supplier negotiation skills
  

• Proficiency in ERP systems (SAP experience advantageous)
  

• MS Office (Word, Excel, PowerPoint – intermediate level)
  

• Experience with CRM systems
  

Administrative and analytical skills

• Invoice processing and procurement documentation management
  

• Reporting and data analysis
  

• Ability to analyse supplier quotations and procurement data
  

Knowledge areas

• Logistics and stock control
  

• Freight, letters of credit, and Incoterms
  

• Tender processes
  

• Procurement policies and procedures
  

• Health and safety compliance
  

Behavioural competencies

• Strong attention to detail and accuracy
  

• Self-motivated and disciplined
  

• Results-driven with strong organisational skills
  

• Professional and proactive approach
  

• Team player with strong communication skills
  

• Ability to work under pressure and manage multiple priorities