Job Description

The Purchasing, Creditors and Administration Manager is responsible for managing all stock-in-trade purchases for the shop, as well as procuring operational requirements necessary for the effective running of the business, including but not limited to staff clothing, groceries, computers, and related supplies.

The role carries responsibility for maintaining accurate creditors (accounts payable) records, ensuring the timely and correct payment of suppliers, and providing essential administrative support across the business. This position plays a critical role in safeguarding the company's financial integrity and supporting smooth day-to-day operations.

Ideally, practical knowledge of horses and the equestrian environment. Experience as a horse rider or former horse rider would be advantageous, enabling a better understanding of relevant products, suppliers, and customer needs.

Key Responsibilities

1. Purchasing / Procurement

Assess the operational and retail needs of the business to determine required goods and services, ensuring the maintenance of the current product offering while researching and evaluating new offerings. Research, compare, and negotiate pricing to secure optimal value for the business. Establish, manage, and maintain effective supplier relationships. Monitor product performance with specific attention to gross profit percentage (GP%) and sales volume. Maintain accurate and up-to-date procurement records, including supplier lists, purchase documentation, invoices, and records relating to refunds and returns. Monitor and record inventory levels of essential operational supplies to ensure uninterrupted daily business operations.
2. Accounts Payable (Creditors)

Capture supplier invoices accurately and timeously in the accounting system, while maintaining optimal GP%. Match purchase orders, delivery notes, and supplier invoices to ensure completeness and accuracy. Reconcile supplier statements to confirm that all invoices are correctly recorded and paid. Prepare and process weekly and monthly supplier payments. Resolve creditor-related queries with suppliers and relevant internal departments. Manage supplier credit notes and returns.
3. Administrative Support

Maintain organised filing systems for invoices, contracts, and related documentation, both digitally and in physical form. Assist with reception duties when required, including answering phones and assisting at tills. Provide support during month-end and year-end financial closing processes. Perform general office administration tasks as required, including basic IT support.
Required Skills

Strong attention to detail with a high level of accuracy. Proficiency in Microsoft Office applications, including Excel, Outlook, and Word. Excellent organisational and time management skills. Effective communication and interpersonal abilities. Ideally, practical knowledge of horses and the equestrian environment. Experience as a horse rider or former horse rider would be advantageous, enabling a better understanding of relevant products, suppliers, and customer needs.
Job Type: Full-time

Education:

Diploma (Preferred)
Experience:

Procurement : 1 year (Preferred) Credit control: 1 year (Preferred) Microsoft office (excel, word, outlook): 2 years (Preferred)
Language:

Fluent English (Preferred)
Location:

Outer West Durban, KwaZulu-Natal (Preferred)
Work Location: In person