Procurement Administration Manager at First Technology

About the Role

• First Technology National is seeking an experienced and highly organised Procurement Administration Manager to lead and manage our Procurement Administration function.
• This role is responsible for overseeing the end-to-end procurement administration process, ensuring purchasing activities, order processing, supplier administration, stock management, and operational workflows are executed efficiently, accurately, and in accordance with company policies and service standards.
• The successful candidate will demonstrate strong leadership capabilities, exceptional attention to detail, and proven experience managing procurement administration teams in a fast-paced, high-volume environment.

Key Responsibilities
Procurement & Operational Management

• Manage the end-to-end procurement administration process.
• Ensure purchase orders are processed accurately and within agreed service levels.
• Ensure orders are invoiced and dispatched accurately and timeously.
• Monitor and maintain the accuracy of procurement records and related documentation.
• Ensure system integrity and alignment between Open Orders (OE), Purchase Orders (PO), and Stock on Hand (SOH).
• Investigate and approve credit note requests.
• Review and approve large-value or special-instruction orders.
• Authorise COD payment requests in line with company procedures.
• Conduct quarterly stock takes and ad hoc stock spot checks as required.
• Monitor procurement and operational processes and identify opportunities for continuous improvement.

Team Leadership & People Management

• Lead, coach, mentor, and develop the Procurement Administration team.
• Supervise daily procurement operations and driver activities.
• Allocate workloads and monitor team performance against service standards.
• Establish clear performance expectations and departmental objectives.
• Conduct regular one-on-one meetings, performance discussions, and coaching sessions.
• Promote a culture of accountability, collaboration, and continuous improvement.
• Provide training on procurement systems, policies, and procedures.
• Escalate operational, resource, and performance risks to the Operations Manager with recommended solutions.

Stakeholder & Supplier Management

• Build and maintain strong relationships with suppliers, distributors, vendors, and internal stakeholders.
• Manage and resolve procurement, logistics, supplier, and order-related escalations.
• Collaborate with Sales, Warehouse, Finance, and Accounts Payable teams to resolve operational challenges.
• Support the Accounts Payable team with supplier payment queries and escalations.
• Ensure a high standard of service delivery across all procurement administration activities.

Reporting & Compliance

• Analyse procurement processes and identify trends, risks, and improvement opportunities.
• Ensure adherence to procurement policies, procedures, and approval controls.
• Produce accurate operational reports and procurement-related information when required.
• Maintain compliance with internal controls and audit requirements.

Minimum Requirements
Qualifications

• Grade 12 / Matric (Essential)
• Relevant qualification in Supply Chain Management, Procurement, Logistics, Business Administration, or a related field (Advantageous)

Experience

• Minimum 5 years' experience in procurement, purchasing, supply chain, or procurement administration.
• Minimum 2-3 years' experience managing a procurement administration team.
• Proven experience within a high-volume, deadline-driven operational environment.
• Experience managing supplier relationships and procurement processes.

Technical Skills

• Experience working with ERP systems such as Sage CRM, Sage Accpac, SAP, Syspro, Evolution, or similar.
• Advanced Microsoft Office proficiency, particularly Excel.
• Strong reporting, administrative, and analytical skills.
• Understanding of procurement, inventory, logistics, and supplier management processes.

Competencies

• Leadership and people management
• Procurement and supply chain administration
• Analytical thinking and problem-solving
• Attention to detail and accuracy
• Time management and prioritisation
• Team development and coaching
• Operational planning and coordination
• Stakeholder relationship management
• Decision-making and accountability
• Communication and interpersonal skills
• Process improvement and efficiency management

Desired Skills

• Procurement Administration
• Supply Chain Management
• Purchasing Management
• ERP Systems
• Sage Accpac
• Sage CRM
• Inventory Management
• Stock Control
• Vendor Management
• Team Leadership
• Logistics Coordination
• Operational Management
• Process Improvement
• Reporting and Analytics
• Stakeholder Management