Procurement and Cost Administrator

Requirements:

• Relevant certificate or diploma in Administration, Procurement, Finance, or Accounting will be advantageous.
• 2–3 years' experience in a procurement, finance, or commercial support role.
• Experience in a construction or project-based environment will be advantageous.
• Understanding of procurement processes and cost administration.
• Willing and able to work on active construction sites.
• Excellent administrative ability.
• Strong computer literacy (MS Word and MS Excel)
• Comfortable working with ERP or procurement systems.
• High level of numerical accuracy.
• Strong document management skills.
• Preference will be given to candidates residing in Paarl or surrounding areas.
• Own reliable transport (Essential)

• Daily Responsibilities
  • Process purchase requisitions.
  • Capture Purchase Orders.
  • Process supplier invoices.
  • File procurement documentation.
  • Follow up outstanding orders.
  • Verify delivery notes.
  • Assist with supplier queries.
  • Update LiveCost accurately.
  • Report procurement discrepancies.
  • Support site teams with procurement administration.
• Procurement Administration
  • Prepare and capture purchase requisitions and Purchase Orders in the LiveCost system.
  • Ensure all procurement follows approved company procedures.
  • Maintain accurate procurement records and supporting documentation.
  • Follow up on outstanding purchase orders and supplier deliveries.
  • Verify delivery notes against purchase orders before filing.
  • Ensure all procurement documentation is complete, signed where required, and correctly filed.
• Cost Capturing & Cost Control
  • Capture supplier invoices accurately in LiveCost.
  • Allocate costs to the correct project, supplier, and cost code.
  • Maintain accurate project cost records.
  • Assist with monitoring committed costs versus actual expenditure.
  • Identify discrepancies, missing documentation, duplicate invoices, pricing errors, or incorrect allocations.
  • Escalate procurement or cost anomalies to the Project Manager or Commercial Team promptly.
• Supplier Administration
  • Liaise with suppliers regarding quotations, purchase orders, deliveries, invoices, and supporting documentation.
  • Resolve basic invoice or delivery queries.
  • Assist with maintaining supplier records where required.
  • Build professional relationships with suppliers while ensuring company procurement policies are consistently applied.
• Site Support
  • Work closely with Construction Managers, Foremen, and Quantity Surveyors to ensure procurement requirements are processed efficiently.
  • Collect and file delivery notes, invoices, and supporting documentation from site.
  • Support the commercial team with procurement reports and cost information.
  • Ensure procurement information is always current and available.
• Systems & Reporting
  • Capture procurement transactions in LiveCost.
  • Maintain accurate electronic and hard-copy filing systems.
  • Assist with weekly and monthly procurement reporting.
  • Ensure procurement information is complete and audit-ready at all times.