IT Buying Assistant at KFML Holdings Pty (Ltd)

Job Advert Summary    

• The IT Buying Assistant is responsible for providing procurement and administrative support to the IT department by sourcing, purchasing, and coordinating the delivery of IT hardware, software, licensing, and related equipment. The role ensures that procurement processes are efficient, cost-effective, and compliant with company policies while maintaining excellent relationships with suppliers, internal stakeholders, and retail stores. The incumbent also provides administrative support for IT projects, stock management, licensing, and service desk requests.

Minimum Requirements    

• Grade 12 (Matric) is essential.
• A qualification in Purchasing, Supply Chain Management, Business Administration, Information Technology, or a related field will be advantageous.
• Previous procurement, buying, purchasing, or administrative experience is advantageous.
• Experience within an IT environment will be beneficial but is not essential.
• Experience working with suppliers and managing purchase orders is advantageous.
• SYSPRO (Purchasing and Quotations)
• Microsoft Office Suite (Excel, Word, Outlook)
• Freshdesk Ticketing System
• Microsoft Licensing Portal
• IT Asset Management
• Antivirus Licensing Administration
• General procurement systems

Duties and Responsibilities    
Procurement & Purchasing

• Procure IT hardware, software, peripherals, and related equipment in accordance with company procurement procedures.
• Obtain quotations from approved suppliers and negotiate pricing where appropriate.
• Prepare and manage quotations within SYSPRO.
• Generate purchase orders and ensure accurate processing.
• Monitor outstanding purchase orders and follow up on deliveries.
• Ensure timely delivery of goods to stores and head office.
• Maintain accurate procurement records and documentation.
• Verify supplier invoices against purchase orders where required.

Supplier & Store Communication

• Liaise with suppliers regarding quotations, pricing, stock availability, lead times, deliveries, returns, and warranty claims.
• Communicate effectively with stores regarding procurement requests, project requirements, and expected delivery dates.
• Build and maintain professional working relationships with suppliers and internal stakeholders.
• Escalate supplier performance issues where necessary.

Logistics & Coordination

• Coordinate courier collections and deliveries nationwide.
• Track shipments and proactively resolve delivery issues.
• Coordinate logistics for new store openings, relocations, refurbishments, and IT rollout projects.
• Ensure equipment is delivered within project timelines.

Administration

• Assist with IT stock control and stock takes.
• Update and maintain IT asset registers.
• Manage Microsoft licensing through the Microsoft Licensing Portal.
• Create, allocate, renew, and administer antivirus licences.
• Maintain procurement records, filing systems, and supporting documentation.
• Ensure all procurement documentation is complete and accurately filed.
• Update purchasing records and reports as required.

Service Desk Administration

• Log, monitor, update, and manage procurement-related requests through Freshdesk.
• Ensure procurement requests are actioned within agreed service level agreements (SLAs).
• Provide regular updates to users on procurement requests.
• Escalate outstanding requests where appropriate.

General IT Support

• Provide administrative support to the IT department.
• Assist with infrastructure upgrades and IT rollout projects.
• Support nationwide IT deployments and store installations.
• Assist with additional procurement and administrative duties as required.
• Contribute to continuous improvement initiatives within the IT department.