Procurement and Cost Administrator at Helderberg Personnel

Requirements:

• Relevant certificate or diploma in Administration, Procurement, Finance, or Accounting will be advantageous.
• 2–3 years' experience in a procurement, finance, or commercial support role.
• Experience in a construction or project-based environment will be advantageous.
• Understanding of procurement processes and cost administration.
• Willing and able to work on active construction sites.
• Excellent administrative ability.
• Strong computer literacy (MS Word and MS Excel)
• Comfortable working with ERP or procurement systems.
• High level of numerical accuracy.
• Strong document management skills.
• Preference will be given to candidates residing in Paarl or surrounding areas.
• Own reliable transport (Essential)

 Duties will include, but are not limited to:

Daily Responsibilities

• Process purchase requisitions.
• Capture Purchase Orders.
• Process supplier invoices.
• File procurement documentation.
• Follow up outstanding orders.
• Verify delivery notes.
• Assist with supplier queries.
• Update LiveCost accurately.
• Report procurement discrepancies.
• Support site teams with procurement administration.

Procurement Administration

• Prepare and capture purchase requisitions and Purchase Orders in the LiveCost system.
• Ensure all procurement follows approved company procedures.
• Maintain accurate procurement records and supporting documentation.
• Follow up on outstanding purchase orders and supplier deliveries.
• Verify delivery notes against purchase orders before filing.
• Ensure all procurement documentation is complete, signed where required, and correctly filed.

Cost Capturing & Cost Control

• Capture supplier invoices accurately in LiveCost.
• Allocate costs to the correct project, supplier, and cost code.
• Maintain accurate project cost records.
• Assist with monitoring committed costs versus actual expenditure.
• Identify discrepancies, missing documentation, duplicate invoices, pricing errors, or incorrect allocations.
• Escalate procurement or cost anomalies to the Project Manager or Commercial Team promptly.
• Supplier Administration
• Liaise with suppliers regarding quotations, purchase orders, deliveries, invoices, and supporting documentation.
• Resolve basic invoice or delivery queries.
• Assist with maintaining supplier records where required.
• Build professional relationships with suppliers while ensuring company procurement policies are consistently applied.

Site Support

• Work closely with Construction Managers, Foremen, and Quantity Surveyors to ensure procurement requirements are processed efficiently.
• Collect and file delivery notes, invoices, and supporting documentation from site.
• Support the commercial team with procurement reports and cost information.
• Ensure procurement information is always current and available.

Systems & Reporting

• Capture procurement transactions in LiveCost.
• Maintain accurate electronic and hard-copy filing systems.
• Assist with weekly and monthly procurement reporting.
• Ensure procurement information is complete and audit-ready at all times.