Purchase Order Administrator

Job requirements:

Support the Group operations by producing Purchase Orders on Pastel Evolution according to the cost comparison schedule, quote, service, or contract details as submitted by the company buyer, correctly allocating the correct project code, cost code and details of the service or items being purchased.

Applying the company Procurement Policy and Procedures to all purchase order requests and identifying any errors, deviations or non-conforming submissions and bringing these to the attention of the relevant buyer to rectify prior to producing the purchase order.

Submitting produced purchase orders to the finance department as required for checking, approving, and releasing.

Job responsibilities:

• Accurate reviewing of submitted documents in support of requests for producing a purchase order.
• Having a good working knowledge of the company Procurement Policy and Procedures to apply to reviewing submitted documents.
• Identifying and addressing any errors, deviations or non-conforming submissions received, with the responsible buyer in a clear and detailed manner to resolve these efficiently.
• Producing purchase orders on Pastel Evolution according to the cost comparison schedule, quote, service or contract details as submitted by the company buyer, correctly allocating the correct project code, cost code and details of the service or items being purchased.
• Accurately capturing and processing the details on the received quotations in the Purchase Order on Pastel Evolution, ensuring the correct allocating of project and cost codes.
• Communicating with the relevant responsible person in the finance department to ensure the codes are correct.
• Amending of Purchase Orders when variations or supplier re-allocation is required.
• Interact with Finance Department for Purchase Order approvals and payments.
• Ensure minimum queries and amendments to Purchase Order processes.
• Sharing of Procurement Administration tasks such as scanning documents onto the server or accurately filing hard copies of documents in files.
• Ensure the purchase order is in time signed off by the responsible finance department manager.
• To assist the Procurement Department, achieve its objectives, through good teamwork and the sharing of administrative tasks with other procurement administration staff.
• Maintaining supplier documentation on file and on Pastel, including supplier intake documents.
• Presenting suggestions and ideas to improve efficiencies and processes in the procurement administration process.
• Apply good timekeeping practices by being punctual, consistent and focused on the tasks at hand.
• Through good teamwork support the Procurement Administration section with all administration responsibilities including checking invoices, scanning documents and filing documents on the server or in hard copy in files.

Specific Requirements/Additional information

QUALIFICATIONS AND EXPERIENCE

• Matric / Grade 12.
• 3 – 5 Years experience in Pastel (MANDOTORY)
• Experience and knowledge of accounting, general clerical work and administrative procedures.
• Proficient with Microsoft Office Suite & pastel evolution.
• Speak and write good English