Purchasing Coordinator at Phakisa Group

Role

• The Purchasing Coordinator is responsible for managing the full procurement cycle from sales order conversion to supplier order placement, production follow-up, shipping coordination, and delivery. The role ensures that all goods are procured and delivered in full, on time (DIFOT), while maintaining strong vendor relationships and providing clear communication to stakeholders.

Key Responsibilities

• Convert approved sales orders into purchase orders within the ERP system.
• Communicate with suppliers to request quotations, confirm offers, and secure order confirmations.
• Track supplier production timelines and follow up proactively to ensure deadlines are met.
• Coordinate with the shipping/logistics team for dispatch, documentation, and customs clearance.
• Keep sales, operations, and management updated on order status, delays, or risks.
• Monitor all open sales orders to ensure delivery in full and on time (DIFOT).
• Escalate and resolve issues relating to shortages, delays, or discrepancies.
• Maintain accurate procurement and order records within Odoo and other reporting tools.

Skills & Experience Required

• 2-4 years’ experience in procurement, supply chain, or order coordination (import/export experience advantageous).
• Strong vendor management and communication skills.
• Solid organizational and multitasking ability with attention to detail.
• Experience working with ERP systems.
• Knowledge of shipping processes, incoterms, and customs documentation.
• Ability to work under pressure and meet strict deadlines.

Key Competencies

• Proactive, detail-oriented, and solution-driven.
• Strong interpersonal and negotiation skills.
• Customer-focused with a high sense of urgency.
• Reliable, consistent, and able to handle multiple priorities.

Performance Indicators

• Accuracy of purchase orders vs. sales orders.
• On-time, in-full (OTIF/DIFOT) delivery performance.
• Supplier confirmation and response times.
• Effectiveness of stakeholder communication.
• Reduction in procurement delays and discrepancies.