Construction Project Administrator

• The company employs a diverse workforce with a strong skill set in engineering. We are currently seeking a Construction Project Administrator to join our team.

Key Responsibilities

Project Procurement

• Review project requirements, bills of materials, drawings, specifications and procurement schedules.
• Identify procurement requirements and establish purchasing priorities based on project timelines.
• Obtain quotations from approved and potential suppliers.
• Evaluate supplier quotations in terms of price, quality, lead time, technical compliance and commercial conditions.
• Prepare purchase orders in accordance with company procedures.
• Ensure procurement activities remain aligned with approved project budgets.
• Monitor long-lead and critical-path items and escalate potential delays.
• Maintain a project procurement schedule and provide regular status updates.
• Coordinate procurement requirements between Building Management with support to Engineering, Production, Stores
• Assist with sourcing alternative materials or suppliers where required.

Buyer Administration

• Create and maintain accurate purchase orders within the ERP system.
• Ensure purchase orders contain correct specifications, quantities, prices, delivery dates and agreed terms.
• Process supplier quotations and supporting documentation.
• Maintain procurement files and ensure appropriate documentation is available for audit and project records.
• Maintain supplier and purchasing records.
• Follow up outstanding purchase orders and maintain accurate expected delivery dates.
• Assist with resolving discrepancies relating to pricing, quantities, deliveries and invoices.

Supplier Management

• Develop and maintain professional relationships with suppliers.
• Request and compare quotations to ensure competitive procurement.
• Negotiate, where authorised, pricing, lead times, payment terms and delivery arrangements.
• Monitor supplier performance relating to quality, delivery and responsiveness.
• Escalate supplier performance issues to the Supply Chain Manager.
• Assist with supplier evaluations and the development of approved supplier information.
• Identify opportunities for alternative suppliers, cost reductions and supply-chain improvements.

Project Cost & Delivery Control

• Monitor procurement expenditure against approved project budgets.
• Identify cost variances and communicate potential budget impacts.
• Track committed procurement spend.
• Monitor supplier lead times against required project dates.
• Identify procurement risks that could affect production or project completion.
• Provide procurement status reports to Project Management and Supply Chain Management.
• Assist with expediting critical and overdue materials.

ERP / Sage X3 V12 Administration

• Maintain accurate procurement information within Sage x3 V12 ERP system.
• Create and maintain purchase orders, supplier information and relevant procurement records.
• Ensure purchasing transactions are processed accurately and timeously.
• Maintain accurate delivery dates and order status information.
• Assist with procurement reporting and data analysis.
• Support continuous improvement of procurement processes and ERP utilisation.

Required Qualifications & Experience

Minimum requirements

• Grade 12 / Matric.
• Procurement, Supply Chain, purchasing qualification is advantageous
• Proven experience in procurement, buying or purchasing administration.
• Experience within a, construction or project environment, is highly advantageous.
• Experience with an ERP system; Sage X3 V12 experience would be advantageous.
• Strong Microsoft Excel skills.
• Experience in obtaining and analysing supplier quotations.