Procurement Administrator

The Procurement Administrator / Controller is responsible for supporting and controlling the day-to-day procurement administration function. The role includes purchase order preparation, supplier follow-up, price-list maintenance, stock and order administration, creditor-related procurement checks, and accurate record keeping in Evolution and related company systems. This is an administration-focused role with a strong control and accountability requirement.

Purchase Orders and Procurement Processing

• Procure goods timeously in line with approved min/max stock levels, internal stock requirements, delegated authority, supplier terms, and company procurement procedures.
• Review stock requirements, min/max triggers, supplier pricing, lead times, quantities, and approvals before processing or sending purchase orders.
• Prepare, check and process purchase orders in line with procurement principles, company procedures, approval requirements and supplier agreements.
• Review purchase orders for accuracy, terminology, pricing, specifications, and compliance with approval requirements before processing.

Supplier and Order Follow-up

• Contact suppliers to schedule or expedite deliveries and resolve shortages, missed deliveries, late deliveries, price queries, incorrect deliveries, and other procurement-related issues.
• Track the status of requisitions, supplier orders, backorders, and purchase orders until closed out.
• Respond professionally and timeously to internal, customer, and supplier enquiries relating to order status, changes, cancellations, and delivery dates.
• Maintain a clear audit trail of supplier communication, approvals, order changes, and outstanding actions.

Stock, Price Lists, and GP Control Support

• Assist in determining whether inventory quantities are sufficient for business needs and escalate stock risks before they affect operations.
• Maintain supplier price lists and ensure that changes are checked, recorded, and communicated where required.
• Compare prices, specifications, discounts, and delivery dates to support cost-effective procurement decisions.
• Support the maintenance of GP targets by ensuring accurate pricing, discounts, and supplier information are used in procurement processing.

Creditors and Month-End Support

• Compare supplier invoices, purchase orders, deliveries, and supporting documents to verify accuracy and identify discrepancies.
• Complete procurement-related creditor checks, analysis, and supporting documentation accurately and within required month-end timelines.
• Ensure that work is complete and ready for management review by required deadlines.
• Escalate missing information, discrepancies, supplier delays, or unresolved items before they delay review or approval.

Systems and Records

• Capture, update, and maintain procurement information accurately in Evolution and related company systems.
• Maintain organised electronic and/or physical records for supplier information, purchase orders, price lists, approvals, delivery documentation, and procurement correspondence.
• Follow company filing, document-control, data-protection, and IT usage requirements at all times.

3. Required Experience and Competence

• Minimum 2 years' relevant experience in procurement administration, buying support, stock control, creditors support, or a similar administrative control role.
• Previous exposure to stock control systems, warehouse processes, supplier ordering, and procurement administration.
• Experience with Evolution is strongly preferred.
• Good working knowledge of Microsoft Office, especially Excel, Outlook, Teams, MS Lists and Word.
• Ability to work with average costing, numbers, prices, quantities, discounts, delivery dates, and reconciliations accurately.
• Experience with supplier price lists, purchase orders, invoice matching, filing systems, and administrative record keeping.
• Ability to follow SOPs and documented processes while also identifying and escalating exceptions.

4. Qualification Requirements

• Degree or Diploma in Procurement, Supply Chain or Office Administration is preferred.