Reporting to the Operations Manager
Job Summary:
The role is plays a crucial role in managing the procurement process. The Administrator is responsible for receiving & processing RFQs, updating the supplier & material databases. The role also involves supporting the Buyer to ensure timely & accurate procurement.
Key Responsibilities:
Procurement • Receive RFQ & do the necessary check to ensure compliance to procedures. • Allocate RFQs to the appropriate buyer and ensure correct details are processed. • Create material codes for new inquiries ensuring accuracy & compliance with company procedures & policies. • Capture master data information accurately & correctly on SAP, ensuring all relevant information is provided by the supplier. • Prepare & raise purchase orders and requisitions for suppliers and equipment based on client specifications. Data Integrity and Maintenance • Review documentation to verify the accuracy of information supplied by both suppliers & clients ensuring that supplier & material databases are up to date & maintained. • Identify & resolve data issues promptly to ensure system accuracy & that any incorrect information received is promptly corrected & accurately updated in the system. Query Resolution • Address & resolve system-related queries in accordance with company procedures & timelines. • Resolve queries related to purchase order pricing together with the buyer & supplier. • Ensure that all queries allocated are tracked & resolved timeously in a cost-effective & efficient manner. General / Administrative • Maintain an auditable document trail in accordance with established procedures & company standards. • Assist with buying tasks as required. • Perform any other tasks that support the overall objectives of the procurement function. Health, Safety & QMS • Ensure that all QMS requirements of your role are adhered to & there are no non-conformances. • Ensure that you comply with all SHE policies & procedures & participate is problem solving & improvement activities. • Drive continuous improvement of business processes, QMS, Health & Safety
Key Performance Indicators:
RFQ - Sales Inquiry Turnaround Time
Client PO - Supplier PO Turnaround Time
Query resolution Turn-around-Time
New Material Codes Creation Turn-around-Time
Zero workplace safety incidents reported
Number of One-on-Ones held with Operations Manager