Operations & Procurement Administrator at RecruitMyMom

Job Description

• The Operations & Procurement Administrator is the administrative backbone of a premium events company's stock management, supplier relations, and financial capturing workflows. Operating at the intersection of office administration and warehouse logistics, this role ensures that stock is accurately ordered, supplier invoices are flawlessly captured, and order sheets match physical inventories perfectly. Due to the high volume and fast-moving nature of event stock and liquor supplies, a high level of mathematical and data-entry accuracy is essential.

Key Responsibilities
Procurement & Supplier Relations

• Liaise directly with liquor distributors, event suppliers, and external vendors regarding pricing, stock availability, and deliveries.
• Generate, issue, and track Purchase Orders (POs) in accordance with inventory demands.
• Create detailed, error-free order sheets for upcoming events to ensure warehouse teams pull correct stock lines.

Invoicing & Financial Capturing

• Capture incoming supplier invoices and delivery notes with immaculate data-entry accuracy.
• Reconcile supplier statements against internal procurement records before processing for payment.
• Assist in generating and dispatching outgoing client invoices where required.

Warehouse Administration & Inventory Controls

• Work closely with the warehouse team to cross-verify physical stock received against incoming invoices.
• Maintain accurate, real-time inventory capturing on internal systems to prevent stock discrepancies or shortages.
• Track breakage sheets, returns, and event stock reconciliation (consignment and buy-backs).

Requirements

• Matric certificate required; tertiary qualification in Logistics, Supply Chain, or Business Administration will be an added advantage
• 3 years of experience in a specialized administrative role focusing on procurement, invoicing, or logistics.
• Previous experience working within a Warehouse Environment is essential. You must understand standard warehouse tracking, stock receiving protocols, and order sheets.
• Previous experience in the Events Industry is highly preferred, and direct experience in the Liquor/Beverages Industry is a major added advantage.
• Must be highly tech-savvy. Experience with Xero Accounting Software is a distinct advantage. General comfort with modern cloud storage, CRM systems, and advanced Excel/Google Sheets is required.
• A meticulous eye for detail. You must possess the ability to catch a single incorrect unit price or mismatched line item on a multi-page supplier invoice.
• Strong professional verbal and written communication skills for managing supplier relations and resolving delivery disputes.