Purchasing co-ordinator

About the position

• Confident working collaboratively with internal stakeholders, including Sales, QC, Logistics, Finance, and NPD.
• Comfortable taking ownership of document management and supporting the development and maintenance of SOPs and procedures.

Key Deliverables of the Role: Purchase Order Management

• Create, track, and update all purchase orders accurately in Syspro.
• Co-ordinate with suppliers to confirm order details, delivery dates, and potential delays.
• Request regular status reports on all open orders.
• Communicate updates, changes, and delays internally.
• Resolve discrepancies between purchase orders and invoices.
• Ensure proforma invoices and freight quotes are submitted promptly for approval.
• Follow up on payments and confirm processing with relevant stakeholders.
• Communicate payment confirmations to relevant stakeholders, including the shipping team (for

freight coordination) and suppliers (for COD/upfront payments). Document Records and Filing

• • Maintain a structured and accessible filing system.
  • Ensure all purchasing-related documents are up to date and easy to retrieve.
  • Audit and manage document locations.
  • Ensure all supplier certifications are current and compliant.
  • Proactively request updated documents from suppliers before they expire, ensuring compliance.

Draft Specifications for Review

• • Prepare draft specifications for products based on input from Sales teams.
  • Submit drafts to the purchasing manager for review prior to final approval.
  • Maintain version control.
  • Audit and manage outdated or legacy specifications.

Upkeep Product Register

• • • Maintain an up-to-date product register.
    • Ensure all products have accurate and complete data; follow up with relevant stakeholders as

needed. ? Maintain an accurate supplier matrix. Manage SCAR Resolutions

• Communicate Supplier Corrective Action Requests (SCARs) to suppliers.
• Follow up with suppliers on progress of investigation.
• Ensure SCAR resolutions are recorded and filed.
• Co-ordinate and document any agreed deviations.

Desired Skills:

• aministrative
• analytical mind
• attention to detail
• organisational skill