Procurement Coordinator – Value Logistics

Purpose of the Role
The Procurement Coordinator provides administrative and operational support to the procurement department by coordinating travel arrangements, managing purchase and maintenance orders, handling supplier documentation, and attending to general administrative requirements. The role supports efficient procurement processes, accurate record keeping, and effective coordination across departments.

Key Responsibilities

Maintenance & Procurement Administration

• Create and manage maintenance and general purchase orders

• Ensure invoices for completed work are submitted for receipting

• Maintain accurate records of orders generated and invoices received

• Submit invoices and receipts to creditors for payment processing

• Maintain organised filing systems for procurement documentation

Group Travel Coordination

• Process flight, accommodation, and car rental bookings via SharePoint

• Generate system orders for approved travel requests

• Match supplier invoices to orders for payment

• Reconcile monthly credit card statements

• Reconcile accommodation and car rental supplier statements to ensure accounts are up to date

• Maintain accurate records and filing of travel documentation

Flower Orders Management

• Process flower requests in line with company policy

• Create, place, and track supplier orders

• Confirm deliveries and match invoices to purchase orders

• Submit invoices for receipting and creditor payment

• Ensure supplier statements are current and accurately maintained

• Maintain organised filing records

PPE Administration

• Respond to PPE-related queries and provide order status feedback

• Assist with loading inventory orders as required

• Verify returns and exchanges against supporting documentation

• Monitor and update PPE issue dates and employee records on SharePoint

Stationery & Consumables

• Assist with loading stationery inventory orders when required

• Create monthly internal orders for procurement department requirements

Boardrooms, Catering & Facilities Support

• Conduct weekly stock checks of kitchen cutlery and refreshments

• Create monthly orders for boardroom refreshments

• Coordinate catering and refreshments for meetings and client engagements

• Assist with boardroom bookings as required

• Ensure boardroom equipment is operational and facilities are clean and presentable

• Report maintenance issues to the relevant department

General Administration

• Maintain accurate filing and documentation

• Support day-to-day overflow tasks within the procurement department

• Assist with report copying and binding

• Receive and distribute internal mail

• Maintain and update the asset register on a bi-annual basis

Minimum Requirements

• Grade 12 (Matric)

• Minimum of 3 years’ experience in an administrative or procurement environment

Skills & Competencies

• Proficiency in Microsoft Office applications including Outlook, Word, Excel, and PowerPoint

• Professional and presentable with the ability to engage suppliers and internal customers

• Strong customer service and relationship management skills

• Ability to multitask, prioritise, and perform effectively under pressure