About the Job: Buyer and Office Administrator

Company Overview

Our client is an established South African company specialising in the development, leasing and management of commercial and industrial real estate.

This opportunity offers the chance to join a dynamic, industry-leading organisation where ethics, customer service and teamwork form the foundation of its success.

Role Overview

Our client is seeking a proactive and detail-oriented Buyer and Office Administrator to manage the procurement of parts, consumables and services for its mechanical workshop while providing essential administrative support.

The successful candidate will source quality products at competitive prices, manage supplier relationships, maintain accurate inventory and procurement records, and support the workshop’s daily administrative requirements.

The ideal candidate will have strong negotiation and organisational skills, excellent attention to detail, and purchasing experience within a mechanical, engineering, automotive, manufacturing or industrial environment.

Key Responsibilities

Procurement and Purchasing

• Source and purchase mechanical parts, components, consumables, tools and workshop supplies.
  
• Obtain and compare supplier quotations based on price, quality and delivery times.
  
• Negotiate pricing, delivery terms and supplier agreements.
  
• Create and process purchase orders accurately and timeously.
  
• Monitor outstanding orders and follow up with suppliers to ensure on-time delivery.
  
• Build and maintain strong relationships with suppliers and vendors.
  
• Identify alternative suppliers to reduce costs and improve supply reliability.
  
• Maintain accurate procurement records and supporting documentation.
  
• Ensure sufficient stock is available to meet workshop operational requirements.
  
• Assist with stock counts and inventory control.
  

Supplier and Inventory Management

• Monitor stock levels and reorder critical items before shortages occur.
  
• Maintain accurate supplier databases and pricing schedules.
  
• Verify deliveries against purchase orders, delivery notes and supplier invoices.
  
• Resolve discrepancies relating to pricing, quantities, quality or deliveries.
  
• Monitor supplier performance in terms of cost, quality, service and delivery.
  

Office Administration

• Manage general office administration and filing systems.
  
• Process and maintain workshop and procurement documentation.
  
• Prepare reports on purchasing activities, stock levels and supplier performance.
  
• Assist with data capturing and record management.
  
• Manage incoming calls, emails and supplier correspondence.
  
• Provide administrative and operational support to management as required.
  

Financial Administration

• Match supplier invoices with purchase orders and delivery notes.
  
• Assist with creditor administration and payment reconciliations.
  
• Maintain accurate procurement records for auditing and reporting purposes.
  
• Monitor purchasing expenditure and support budget-control initiatives.
  

Key Skills and Competencies

• Strong negotiation and supplier-management skills.
  
• Sound knowledge of procurement processes and inventory control.
  
• Excellent organisational and administrative abilities.
  
• Strong numerical and analytical skills.
  
• High attention to detail and accuracy.
  
• Effective communication and interpersonal skills.
  
• Ability to prioritise tasks and meet deadlines.
  
• Strong problem-solving and decision-making abilities.
  
• Ability to work independently and take initiative.
  
• A reliable, professional and results-driven approach.
  

Requirements

Minimum Requirements

• Grade 12 or Matric.
  
• A certificate or diploma in Purchasing, Supply Chain Management, Logistics, Business Administration or a related field will be advantageous.
  
• At least three years’ experience in purchasing, procurement or buying.
  
• Experience within a mechanical workshop, engineering, automotive, manufacturing or industrial environment is preferred.
  
• Knowledge of mechanical parts and workshop operations will be highly advantageous.
  
• Experience in inventory management and supplier negotiations.
  
• Proficiency in Microsoft Office, particularly Excel.
  
• Experience using ERP, accounting or workshop management systems will be advantageous.