Senior Procurement Administrator

Purpose of the role

The Senior Procurement Administrator manages the day-to-day procurement, import, and stock administration function, supporting the Procurement Manager in maintaining timely, cost-effective stock levels across the organisation. The role requires strong ownership of supplier coordination, landed cost accuracy, vendor onboarding, regulatory compliance, and demand planning, and provides guidance to junior procurement staff where required

Duties & Responsibilities

Procurement & Planning

• Place, manage and track local and overseas supplier orders, checking back orders daily and following up with suppliers on outstanding items.

• Coordinate with freight forwarders and clearing agents to bring imported stock in from despatch through to delivery, keeping internal stakeholders informed on lead times and ETAs.

• Analyse historical sales, seasonality, and lead times to forecast demand, place timely import orders, and maintain optimal stock cover to avoid stock-outs and minimise excess inventory.

• Support the procurement department when staff are on leave or unavailable, and take on additional ad hoc tasks as required.

Supplier & Vendor Management

• Establish and maintain strong relationships with suppliers, driving ongoing prioritisation of Industroclean orders and deliveries.

• Resolve issues with suppliers regarding shipment delays or corrective actions.

• Complete and process vendor/supplier application forms for new suppliers, gather required documentation (company details, banking, tax clearance, BBBEE), and load approved vendors onto the system in line with company policy.

Pricing, Compliance & Documentation

• Ensure accuracy of purchase orders and invoices, and negotiate preferential pricing wherever possible.

• Calculate the true landed cost of each imported item once freight, insurance, duties, clearing fees, and the exchange rate are factored in, and update local selling prices whenever the rand strengthens or weakens.

• Maintain accurate procurement records and assist with internal and supplier audits; prepare and verify import documentation (commercial invoices, packing lists, bills of lading, certificates of origin, SARS / SAD500) in line with customs regulations, INCOTERMS, and tariff classifications.

• Ensure all Letters of Authority, product registrations, and regulatory approvals required for imported goods are obtained, kept up to date, and on file before stock is brought in or sold.

Reporting & Master Data

• Prepare and distribute weekly updates and reports to sales, warehouse, finance, management, and other internal teams on open orders, shipment status, lead times, ETAs, cost savings, and supplier performance.

• Create and maintain stock codes, product descriptions, barcodes, units of measure, and supplier part numbers on the ERP system, ensuring data integrity across procurement, warehousing, and sales.

Experience & Qualification

• Qualification in Supply Chain Management, Procurement, Business Administration, or a related field.

• Minimum 5 years’ experience in a procurement or buying role, including imports.

• Proficiency in procurement software MS Office

• Working knowledge of imports, INCOTERMS, customs clearance, and freight forwarding processes.

• Experience with landed cost calculations, foreign currency purchases, and ERP / inventory systems.

• Experience completing vendor / supplier onboarding applications and capturing supporting documentation (banking, tax clearance, BBBEE).

• Familiarity with regulatory requirements for imported goods (e.g. NRCS, SABS, DOH, ITAC permits) and the Letter of Authority process.

• Experience preparing and presenting procurement reports and weekly updates to management and internal teams.

• Demonstrated ability to work independently and provide guidance to junior procurement staff.

Core Competencies

• Strong negotiation skills and the ability to manage supplier relationships effectively.

• Analytical mindset with strong attention to detail and organisational skills, particularly when creating and maintaining stock codes and product master data.

• Excellent problem-solving skills.

• Ability to work independently, manage multiple tasks, and meet deadlines.

• Strong numerical and Excel skills for working out costs, margins, and exchange-rate calculations.

• Demand planning and forecasting ability, with a proactive approach to stock cover and lead times.

• Ability to liaise confidently with overseas suppliers across time zones and cultures.

• Strong communication skills and the ability to liaise efficiently with internal departments (sales, warehouse, finance, and management) to align on stock requirements, deliveries, and queries.

• Strong administrative skills for vendor onboarding and accurate capture of supplier documentation.

• Diligent record-keeping and follow-up to ensure Letters of Authority and regulatory approvals stay current.

• Confident report-writing and presentation skills for weekly procurement updates to internal stakeholders.

Remuneration

Market Related