Warehouse and Finance Administrator

About the position

Warehouse and Finance Administrator
Company: NEXCO Technology (Pty) Ltd
Location: Kyalami , Midrand, 1684
Employment Type: Permanent
Afrikaans Speaking 

The role is responsible for purchasing, supplier coordination, stock control and warehouse system administration to ensure that materials, spares and equipment are ordered, received, allocated and delivered to the correct projects on time.
Key responsibilities

Purchasing and supplier management
Obtain quotations and load purchase orders for consumables and spares requirements, following the applicable purchasing procedures.
Load and maintain Services purchase orders arising from accepted quotations, coordinating with the relevant line manager or Managing Director.
Maintain supplier contacts and working relationships to support follow-ups, urgent requests and problem resolution.

Order coordination
Send approved purchase orders to suppliers daily and communicate any additional delivery instructions.
Follow up outstanding orders and delivery dates, keeping order information current.
Resolve incorrect or short deliveries with suppliers.
Coordinate urgent requirements, stopped orders and changes linked to project deadlines.

Payments and documentation
Obtain and submit pro forma invoices for payment and follow up outstanding payment requirements.
Send proofs of payment to suppliers and coordinate stock release or collection where dependent on payment.
Retain, scan and upload all delivery notes against the relevant orders.
Request tax invoices from suppliers for payments made on pro forma invoices
Ensure monthly delivery documentation is complete and prepare outstanding delivery-note reports for monthly payment processing.

Warehouse system administration
Receive stock against purchase orders on the system and update receiving statuses.
Process system dispatches and keep dispatch records current.
Complete stock transfers to the appropriate projects and maintain accurate allocation records.
Add technicians to the system and allocate them to the relevant sites.

Stock control and reporting
Coordinate stock distribution between projects as requirements change.
Ensure project bills of materials are checked against available spares and that the warehouse provides feedback and completes the required transfers.
Prepare and maintain monthly stock take and stock-value reports for the relevant companies.
Maintain accurate stock reconciliations for stock supplied by clients or service providers for installations, ensuring reconciliations remain current so additional stock can be requested when required.

Repairs and SLA purchasing
Load purchase orders for chargeable supplier repairs and coordinate the related administration with the Repair Centre Coordinator.
Work with the relevant line manager to load purchase orders for SLA requirements.

System development support

• Work with the relevant system and management teams to identify operational requirements, communicate changes to the developer and follow up outstanding development work.

Skills and attributes

• Strong administrative, organisational and follow-up skills.
• High attention to detail and accuracy.
• Confidence using Excel and stock-management or ERP systems.
• Clear communication with suppliers and internal teams.
• Ability to prioritise a high volume of work.
• Practical problem-solving skills and sound judgement when escalating issues

Desired Skills:

• warehouse
• stock
• invoice
• orders
• finanace administration