A well-established property management company is seeking a Purchasing / Procurement Coordinator (preferably available as soon as possible). You
will play a key role in ensuring strict adherence to procurement policies and operational processes.
This full-day, office-based position is located in Westlake, Monday to Friday, R20 000 – R25 000 per month.
Procurement
Assist with completing procurement administrative documentation.
Compile detailed cost analyses and cost comparison reports in Excel for orders with multiple quotations.
Research and source contractors for inclusion on the approved supplier list.
Compile and coordinate Vendor Application documents for legal and management approval.
Compile and coordinate procurement order documentation.
Ensure all quotes are correctly calculated by the service provider.
Save all email correspondence and supporting documents to the shared drive in the relevant folders.
Compile and coordinate payment packs (including Tenant Installation (TI) payment packs), ensuring all supporting documentation is attached for approval and payment submission.
Utilise Excel templates to reconcile payments where orders include deposits and part payments.
Follow up on outstanding procurement orders to ensure work commences onsite.
Follow up with Operations Managers regarding onsite work completion to close open orders.
Ensure compliance with the Procurement Policy at every stage of the process.
Monitor the Procurement Inbox throughout the day and respond to urgent or emergency requests within 24 hours.
Management of the Building Asset Management Portal
Verify certificates once uploaded to the system.
General Operations
Provide administrative assistance to Operations Managers as required.
Organise and maintain filing systems, both manual and electronic, across operational areas.
Prepare and provide operational reports as instructed.
Support the operations team with general administrative tasks.
Provide guidance to other departments regarding operations-related documentation.
Excellent English language skills (spoken and written).
Strong administrative skills with proven experience managing electronic document trails.
Ability to read thoroughly, comprehend content, apply logical thinking, and act accordingly.
Self-driven with a strong work ethic.
High level of attention to detail.
Strong organisational skills and ability to manage multiple tasks under pressure.
Ability to adhere to and uphold company processes and procurement policies.
Ability to work effectively within a team and across the wider organisation.
Proficiency in MS Outlook, with the ability to manage personal and departmental inboxes efficiently.
Professional email and telephone etiquette across all communication platforms.
Good working knowledge of MS Excel and MS Word.
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