Group Procurement & Creditors Administrator

Contact person for this position:  Amori Prinsloo

amori@joblinkplacement.co.za

Website: www.joblinkplacement.co.za

Our client that specializes in cold storage and refrigerated logistics for the frozen food industry is searching for a Group Procurement & Creditors Administrator to join their team.

Direct Report

Finance & Procurement HOD

Purpose of the Role

The Group Procurement & Creditors Administrator is a pivotal role responsible for the end-to-end management of the supplier quotation and liaison process for multiple heads of departments (HODs) and operational managers (OMs). This position requires a highly organized, detail-oriented, and proactive individual who can effectively communicate and negotiate with suppliers while maintaining strong internal relationships with various stakeholders. It is imperative to ensure that the organization receives competitive pricing, high-quality products/services, and timely delivery, all while adhering to all related company policies and procedures. This role acts as a vital bridge between operations, maintenance teams, and the finance department.

Responsibilities

Procurement Management

Supplier Document Management

• Receive and review Requests for Quotations (RFQs) from GM, HODs and/or OMs.
• Source and identify potential suppliers for required products or services and obtain competitive pricing.
• Issue RFQs to a pre-approved list of suppliers, ensuring all specifications are clearly communicated.
• Receive, log, and analyze supplier quotations, performing a comparative analysis of pricing, lead times, and terms.
• Negotiate with suppliers to secure the most favourable terms, including price, delivery schedules, and payment terms.
• Prepare and present a summary of quotation findings to the relevant HODs for approval.
• Ensure relevant authorization of Purchase Requisitions by HODs as prescribed by company policies.
• Ensure all goods / services ordered has been delivered through proof of delivery or received confirmations.
• Follow-up on outstanding issued POs to either finalize or cancel.
• Work with Finance Team to submit invoices on time for payment.
• Communicate with suppliers on outstanding orders, items, deliveries, invoices and long outstanding PO’s.

Supplier Liaison and Relationship Management

• Serve as the primary point of contact for all operational supplier-related communications.
• Build and maintain positive, long-term relationships with key suppliers.
• Address and resolve any supplier-related issues, such as delivery discrepancies, quality concerns, or billing disputes, in a timely manner.
• Reducing machine downtime by ensuring critical stock is available and standardize commonly used goods across sites.
• Managing supplier lead times and urgent breakdown purchases and keep adequate planned maintenance parts on hand.
• Assisting with contractor and service provider coordination.
• Conduct periodic performance reviews of key suppliers to ensure they meet quality, delivery, and service level expectations.
• Store and maintain updated vendor contracts and SLAs on Monday.com and SharePoint.
• Alert the HOD to expiring or missing SLA documents.
• Maintain up-to-date supplier details in the Approved Supplier list on Monday.com.
• Ensure all quotes are received from departments and saved according to naming protocols.

Compliance, Risk and Audit

Compliance & Reporting Support

• Maintain an organized and up-to-date database of all suppliers, including contact information, contracts, and performance history.
• Track the status of all outstanding RFQs and purchase orders via Monday.com.
• Generate regular reports on quotation activities, cost savings, and supplier performance for management review.
• Ensure all documentation, including RFQs, quotations, and purchase orders, is accurately filed to be easily accessible for auditing purposes.

Month-End and Audit Preparation

• Assist with collation of audit evidence for both internal and external audits.

Administrative Support

• Prepare and processing of supplier purchase orders and invoices (when required), ensuring accuracy and alignment with approved quotations.
• Support the finance team in supplier transaction reconciliations where required.
• Maintain a log of recurring invoices and SLA billing cycles to ensure supplier invoices are received and captured timeously.
• Initiate (on Moday.com) Credit Card purchases and attached valid and approved vouchers and/or invoices for processing by Finance department.
• Assist the finance team on any other relevant tasks as might be required from time to time.

BBBEE Compliance

• Support the review of key BBBEE scorecard elements, including:
• Preferential Procurement: Identifying potential suppliers that fit not only the company’s operational requirements but also adds value to the Preferential Procurement scorecard.

Operational & Template Management

Finance & Procurement Policies and SOPs:

Policy Management and Compliance

• Assist the HOD in ensuring compliance with all laws and the company’s accounting and financial reporting standards

Document & Precedent Management

• Maintain responsibility for accurate document naming, version control, and digital filing, ensuring all files are consistently labelled and stored using the SORTD Method in SharePoint.

Project Management

• Assist in keeping the Procurement and related Finance & Administration Boards updated

Tools & Systems

• SharePoint: For secure storage of financial documents and audit records.
• SAGE: For all financial entries, accounting records, and journals.
• com: For managing procurement workflows, supplier approvals, and payment tracking.

Key Relationships

Internal:

• Departmental Heads of Departments
• General Manager
• Head of Finance & Procurement
• Financial Accountant / Bookkeeper
• Operations and HR Departments

External:

• Auditors
• Vendors and Suppliers
• SARS and other statutory bodies (supporting role)

Work Environment

• Office-based with regular interface with operations and procurement teams.
• Occasional work outside standard hours during audits or month-end close.
• Use of digital tools for workflow and document management is essential.

Key Competencies

• High attention to detail and accuracy in financial processing
• Strong organizational and document management skills
• Clear verbal and written communication
• Ability to meet deadlines and prioritize under pressure
• Proactive attitude toward resolving issues and following up
• Familiarity with South African financial, tax, and procurement processes
• Team-oriented, with willingness to support multiple workstreams

Qualifications & Experience

• Matric certificate with a diploma or certificate in Finance, Bookkeeping, or Accounting preferred
• Minimum of 3 years’ experience as a creditor’s administrator
• Experience using accounting software (SAGE preferred)
• Familiarity with procurement or project tracking tools (e.g. Monday.com)
• Strong proficiency in Excel, Word, and digital filing systems (e.g. SharePoint)