Buyer at Prudent HR Solutions

Role Overview

• Our client is seeking a proactive and detail-oriented Buyer and Office Administrator to manage the procurement of parts, consumables and services for its mechanical workshop while providing essential administrative support.
• The successful candidate will source quality products at competitive prices, manage supplier relationships, maintain accurate inventory and procurement records, and support the workshop’s daily administrative requirements.
• The ideal candidate will have strong negotiation and organisational skills, excellent attention to detail, and purchasing experience within a mechanical, engineering, automotive, manufacturing or industrial environment.

Key Responsibilities
Procurement and Purchasing

• Source and purchase mechanical parts, components, consumables, tools and workshop supplies.
• Obtain and compare supplier quotations based on price, quality and delivery times.
• Negotiate pricing, delivery terms and supplier agreements.
• Create and process purchase orders accurately and timeously.
• Monitor outstanding orders and follow up with suppliers to ensure on-time delivery.
• Build and maintain strong relationships with suppliers and vendors.
• Identify alternative suppliers to reduce costs and improve supply reliability.
• Maintain accurate procurement records and supporting documentation.
• Ensure sufficient stock is available to meet workshop operational requirements.
• Assist with stock counts and inventory control.

Supplier and Inventory Management

• Monitor stock levels and reorder critical items before shortages occur.
• Maintain accurate supplier databases and pricing schedules.
• Verify deliveries against purchase orders, delivery notes and supplier invoices.
• Resolve discrepancies relating to pricing, quantities, quality or deliveries.
• Monitor supplier performance in terms of cost, quality, service and delivery.

Office Administration

• Manage general office administration and filing systems.
• Process and maintain workshop and procurement documentation.
• Prepare reports on purchasing activities, stock levels and supplier performance.
• Assist with data capturing and record management.
• Manage incoming calls, emails and supplier correspondence.
• Provide administrative and operational support to management as required.

Financial Administration

• Match supplier invoices with purchase orders and delivery notes.
• Assist with creditor administration and payment reconciliations.
• Maintain accurate procurement records for auditing and reporting purposes.
• Monitor purchasing expenditure and support budget-control initiatives.

Key Skills and Competencies

• Strong negotiation and supplier-management skills.
• Sound knowledge of procurement processes and inventory control.
• Excellent organisational and administrative abilities.
• Strong numerical and analytical skills.
• High attention to detail and accuracy.
• Effective communication and interpersonal skills.
• Ability to prioritise tasks and meet deadlines.
• Strong problem-solving and decision-making abilities.
• Ability to work independently and take initiative.
• A reliable, professional and results-driven approach.

Requirements
Minimum Requirements

• Grade 12 or Matric.
• A certificate or diploma in Purchasing, Supply Chain Management, Logistics, Business Administration or a related field will be advantageous.
• At least three years’ experience in purchasing, procurement or buying.
• Experience within a mechanical workshop, engineering, automotive, manufacturing or industrial environment is preferred.
• Knowledge of mechanical parts and workshop operations will be highly advantageous.
• Experience in inventory management and supplier negotiations.
• Proficiency in Microsoft Office, particularly Excel.
• Experience using ERP, accounting or workshop management systems will be advantageous.