Purpose of the Job
The Procurement Coordinator is responsible for supporting the procurement department through administrative tasks, coordinating group travel, processing general and maintenance orders, managing queries, and maintaining accurate filing and documentation. This role ensures smooth operational support across procurement functions, including orders, invoicing, supplier coordination, PPE management, travel arrangements, and general office requirements.

Key Responsibilities

Maintenance

• Create and process orders for maintenance requirements

• Submit invoices for completed jobs for receipting

• Maintain accurate records of orders generated and invoices received

• Send invoices and receipts to creditors for payment and track submissions

• Maintain organised filing of all documentation

Group Travel

• Process travel bookings for flights, accommodation, and car rentals via SharePoint

• Generate Embrace orders and match invoices for payment

• Reconcile monthly credit card statements

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

• Maintain accurate travel-related documentation and filing

Flower Orders

• Process flower order requests according to policy

• Create, place, and track orders with suppliers

• Confirm delivery completion

• Match invoices to orders and submit for receipting

• Send invoices to creditors and maintain accurate records

• Ensure supplier statements remain up to date

PPE

• Handle PPE queries by checking order status on Embrace

• Assist with loading inventory orders when needed

• Check returns and exchanges, ensuring all paperwork matches

• Verify PPE issue date updates on SharePoint

• Update employee PPE data on SharePoint

Stationery

• Assist with loading inventory orders as required

• Create monthly internal orders for procurement department stationery needs

Boardrooms – Catering / Refreshments

• Conduct weekly stock checks of kitchen cutlery and refreshments

• Create monthly orders for boardroom refreshments

• Assist with catering for internal and client meetings

• Support boardroom bookings when required

• Ensure boardroom equipment is functional and rooms remain clean and tidy

General Administration

• Maintain organised filing systems

• Support daily overflow tasks within the procurement department

• Assist with reports, printing, and binding

• Receive and distribute internal mail

• Perform general administrative duties as needed

• Maintain and update the asset register bi-annually

Minimum Requirements

• Grade 12 (Matric)

• Minimum 3 years’ experience in an admin or procurement environment

Skills Requirements

• Proficiency in MS Office (Outlook, Word, Excel, PowerPoint)

• Professional and presentable, able to interact confidently with customers and suppliers

• Strong customer relations skills

• Ability to multitask and perform effectively under pressure