Procurement Administrator at RecruitMyMom

Job Description

• A well-established property asset management firm is seeking Procurement Administrator, preferably to start immediately. You will report to the Procurement Administration Manager and play a key role in ensuring strict adherence to procurement policies and operational processes. This full-day, office-based position is located in Westlake, Monday to Friday, R20 000 – R25 000 per month. 

Key Responsibilities:
Procurement

• Assist with completing procurement administrative documentation.
• Compile detailed cost analyses and cost comparison reports in Excel for orders with multiple quotations.
• Research and source contractors for inclusion on the approved supplier list.
• Compile and coordinate Vendor Application documents for legal and management approval.
• Compile and coordinate procurement order documentation.
• Ensure all quotes are correctly calculated by the service provider.
• Save all email correspondence and supporting documents to the shared drive in the relevant folders.
• Compile and coordinate payment packs (including Tenant Installation (TI) payment packs), ensuring all supporting documentation is attached for approval and payment submission.
• Utilise Excel templates to reconcile payments where orders include deposits and part payments.
• Follow up on outstanding procurement orders to ensure work commences onsite.
• Follow up with Operations Managers regarding onsite work completion to close open orders.
• Ensure compliance with the Procurement Policy at every stage of the process.
• Monitor the Procurement Inbox throughout the day and respond to urgent or emergency requests within 24 hours.

Management of the Building Asset Management Portal

• Verify certificates once uploaded to the system.

General Operations

• Provide administrative assistance to Operations Managers as required.
• Organise and maintain filing systems, both manual and electronic, across operational areas.
• Prepare and provide operational reports as instructed.
• Support the operations team with general administrative tasks.
• Provide guidance to other departments regarding operations-related documentation.
• ​As this role requires an immediate start, only candidates who are available immediately or have a short notice period will be considered.

Requirements

• Excellent English language skills (spoken and written).
• Available immediately​
• Strong administrative skills with proven experience managing electronic document trails.
• Ability to read thoroughly, comprehend content, apply logical thinking, and act accordingly.
• Self-driven with a strong work ethic.
• High level of attention to detail.
• Strong organisational skills and ability to manage multiple tasks under pressure.
• Ability to adhere to and uphold company processes and procurement policies.
• Ability to work effectively within a team and across the wider organisation.
• Proficiency in MS Outlook, with the ability to manage personal and departmental inboxes efficiently.
• Professional email and telephone etiquette across all communication platforms.
• Good working knowledge of MS Excel and MS Word.