Job Description

About the Position:
The Procurement Administrator must support the procurement and supply chain functions by monitoring stock levels, tracking orders, updating internal databases, and liaising with suppliers and warehouse staff. This role requires excellent organizational and communication skills, as well as the ability to manage multiple tasks efficiently.
About the Company:
A global leader in the design and manufacture of high-quality castors and wheels, serving diverse sectors such as medical, industrial, and institutional. With a long-standing commitment to innovation, reliability, and customer satisfaction.
Responsibilities and accountabilities
Monitor stock levels and identify purchasing needs:

• Use inventory management software to track stock levels.
• Set reorder points for each item based on historical usage and lead times.
• Conduct regular physical inventory counts to verify stock levels.
• Generate reports to identify items that need to be reordered.

Track orders and ensure timely delivery:

• Use order tracking systems to monitor the status of each order.
• Communicate regularly with suppliers to confirm delivery schedules.
• Update the order status in the internal database.
• Address any delays or issues promptly by coordinating with suppliers and internal teams.

Update internal databases with order details:

• Enter order information into the procurement system, including order dates, vendor details, quantities, and discounts.
• Ensure data accuracy by double-checking entries.
• Regularly review and update records to reflect any changes or corrections.

Manage and update supplier vendor master data:

• Maintain a centralized database of supplier information, including contact details, payment terms, and performance history.
• Regularly review and update supplier records to ensure accuracy.
• Add new suppliers to the database after completing necessary evaluations and approvals.

Evaluate offers from vendors and negotiate better prices:

• Request quotes from multiple suppliers for comparison.
• Analyse offers based on price, quality, delivery terms, and supplier reliability.
• Negotiate with suppliers to achieve the best possible terms and prices.
• Document negotiation outcomes and update purchase agreements accordingly.

Maintain updated records of invoices and contracts:

• Store all invoices and contracts in a secure, organized manner.
• Use accounting software to record and track invoices.
• Regularly review contracts to ensure compliance with terms and conditions.
• Update records to reflect any amendments or renewals.

Follow up with suppliers:

• Send regular follow-up emails or calls to confirm order details and delivery schedules.
• Address any discrepancies or issues with orders promptly.
• Document all communications with suppliers for future reference.

Liaise with warehouse staff:

• Communicate delivery schedules and special handling instructions to warehouse staff.
• Coordinate with the warehouse team to ensure timely receipt and inspection of goods.
• Address any issues with received goods, such as damages or discrepancies, by working with suppliers and warehouse staff.

Required Qualifications:
An associate degree or certification in supply chain management, or a related field is a plus.
2-5 years of experience in a procurement or supply chain environment in the manufacturing industry (essential)
Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
Familiarity with procurement and inventory management software is advantageous.
Advanced understanding of procurement processes.
Strong organizational skills to manage and prioritize multiple tasks efficiently.
Attention to detail to ensure accuracy in data entry and record-keeping.
Excellent verbal and written communication skills.
Ability to interact professionally with suppliers, colleagues, and other stakeholders.
Ability to manage time effectively and meet deadlines.
Accurate and efficient data entry skills to maintain internal databases and records.
Personality Traits:
Meticulous attention to detail to ensure accuracy in all tasks.
Ability to anticipate needs and take initiative to address potential issues.
Flexibility to adapt to changing circumstances and priorities.
Collaborative mindset to work effectively with cross-functional teams.
Strong ethical standards and integrity in dealing with suppliers and internal stakeholders.
Ability to handle pressure and remain calm in challenging situations.
Commitment to meeting the needs of internal and external customers.