Job Description

Spares Administrator /Coordinator

Reports to

Spares Supervisor

Minimum qualifications and Experience

- Grade 12 / Matric or equivalent qualification

- Experience in similar role.

- Background in Warehouse and Administration.

- Understand catering equipment.

- Syspro knowledge would be an advantage

Skills Required

- Proficiency in Microsoft Office

- Technical & Industry Skill

- Ability to work accurately

- Customer Service

- Organizational & Analytical Skill

Level

Semi - Skilled

Pipeline Level

Manager of Self

objective

The Spares Administrator efficiently manages the inventory and distribution of spare parts, ensuring timely availability and accurate record-keeping. The spares administrator will support maintenance and repair operations by maintaining optimal stock levels, processing orders promptly, and providing excellent customer service to internal and external stakeholders.

KEY PERFORMANCE OUTPUTS

Order Management

Process incoming spare parts requests from service engineers, customers, and internal departments.

Source and order parts from suppliers, ensuring the best pricing and lead times.

Ensuring spares are ordered and received timeously from local and overseas suppliers

Track and manage purchase orders and delivery timelines.

Transferring stock between branches, technicians and the warehouse.
Inventory & Stock Control

Maintain accurate stock levels of fast-moving and critical parts.

Conduct regular stock checks and coordinate annual stock takes.

Update inventory management systems with part usage, deliveries, and returns.

Ensure that all spares' prices are updated on a regular basis and that all branches are kept informed of this

Ensuring that GRV filing is kept up to date and paperwork is processed timeously.

Logistics & Dispatch

Prepare and package parts for delivery or collection.

Coordinate couriers or transport for urgent deliveries.

Ensure accurate documentation accompanies all shipments (e.g. delivery notes, invoices).

Customer & Engineer Support

Provide updates on parts availability and delivery times to service coordinators and engineers.

assist with technical identification of required parts using manuals or supplier support.

Respond to customer queries regarding spare parts pricing and availability.

Administration & Reporting

Maintain accurate records of all part transactions.

Assist with warranty claims and supplier returns.

Generate stock usage and cost reports for management

And other related tasks and responsibilities

Core Competency

Behavioral Indicators

Customer Orientation

Demonstrates an understanding of customer's needs and the importance of service excellence.

Results Orientated

The ability to identify actions necessary to achieve task completion and to obtain results.The ability to meet schedules, deadlines and performance goals.

Interpersonal and skills Communication skills

Uses interpersonal skills to build and maintain relationships.

Communicates clearly and effectively

Ability to work under pressure

Copes effectively with pressure, demands and adversity.

Learning orientation

Continuously assesses own development and learning needs and actively seeks opportunities and feedback to improve. Openly shares knowledge and skills with other team members to achieve organizational goals

Adaptability and flexibility

Continuously being able to adjust changes in service requirements, project scopes or client needs. Be able to have some stress management skills and remaining calm and effective when dealing with high pressure situations.

Safety Compliance

Knowledge of health and safety regulations to ensure a safe working environment.

Planning and organizing

Plans, organizes and controls work to coordinate events and people and ensure that objectives are met on time.

The company is an equal opportunity employer and is guided by its Employment Equity plan in all recruitment decisions. Applicants with disabilities are encouraged to apply.

Please apply on the website https://vulcan.co.za/vacancies

Alternatively send your CV and certified copies of ID and qualifications to hr@vulcan.co.za

Closing date: 02nd February 2026

The company is an equal opportunity employer and is guided by its Employment Equity plan in all recruitment decisions. Applicants with disabilities are encouraged to apply.

Please apply on the website https://vulcan.co.za/vacancies

Alternatively send your CV and certified copies of ID and qualifications to hr@vulcan.co.za

Closing date: 02nd February 2026

Job Types: Full-time, Permanent

Work Location: In person