Procurement Coordinator at SAOTA

JOB SUMMARY

• The primary function of this role is to provide high-level administrative support to the Procurement Department. An Interior Design or Design-related background would be advantageous.

RESPONSIBILITIES

• Local and International Suppliers Relations and Development.
• Supplier Library Management
• Quotation Requests, Comparisons, Tenders, Alternatives Sourcing.
• Briefing of Manufacturers, Quality control of items in manufacture.
• Installation team planning (Local and International), Installation Kit collation.
• Monitoring and preparing Procurement & Installation Programmes.
• Carry out weekly progress inspections weekly for all goods in production.
• Set up & check production progress folder structures, to ensure all references, approved samples, final shop drawings & images are saved correctly.
• Issue formal order mails for all local custom items, including final completion dates and arranging scheduled inspections.
• Track all orders from the purchase order confirmation, through to completion & delivery to site/ final destination.
• Preparation of Master Order Tracking Sheet for all P&L Projects.
• Preparation of Client Delivery Schedules.
• Update Order Tracking Master Doc & Delivery Schedules according to all cost/ quote updates captured.
• Control of all P&L Projects approved sample selections.
• Issue weekly production progress image reports to Project Managers for review & feedback.
• Liaise with manufacturers to ensure all snag works are resolved, including problem-solving where there may be production issues/ concerns.
• Manage Quality Control of items in production.
• Assist with elements of product development as and when necessary.
• Checking quality and accuracy on all product orders, at the factory and on delivery.
• Inspection of goods at storage or on-site, packaging, and labeling.
• Monitoring order progress and controlling payment runs.
• Supplier Maintenance Manuals for Client handovers.
• Reviewing OSFP and issuing feedback to Finance Department for payment
• Arranging for all furniture deliveries either to the site or storage, the tracking, and recording thereof
• Oversee deliveries & installations.
• Assisting JPMS, SPMS, and Photographers with Media Shoots of completed projects
• Sit in on meetings with Suppliers/ Clients with Project Managers.
• Assist with team filling when required.

ESSENTIAL SKILLS AND CRITERIA

• Must reside in Cape Town, with a valid driver’s license and own vehicle.
• Must have a camera/camera phone to take clear, good-quality production progress images.
• Exceptional level of accuracy and attention to detail.
• Discretion and confidentiality are essential to the role.
• Excellent knowledge of the Microsoft Office Suite
• Ability to remain calm, multitask and work under deadline-driven pressure.
• Ability to build good relationships at all levels and the ability to work well in a team.
• Excellent organizational skills.
• Able to manage sensitive and confidential information.
• Able to work without supervision, use initiative, and be proactive while working within a team.
• Ability to prioritize and manage own workload amidst conflicting demands and busy work periods.
• There will occasionally be a requirement to work additional hours which may include weekends.
• Able to demonstrate a high degree of professionalism.