Buyer

Buyer

ROLE OVERVIEW

We are seeking a proactive and detail-oriented Buyer & Office Administrator to manage the procurement of parts, consumables, and services for our mechanical workshop while providing administrative support to ensure smooth day-to-day operations. The successful candidate will be responsible for sourcing and purchasing parts at competitive prices, maintaining supplier relationships, managing inventory records, and assisting with general office administration.

The ideal candidate will have strong negotiation skills, excellent organizational abilities, and experience working within a mechanical, engineering, automotive, or industrial environment.

RESPONSIBILITIES

Procurement & Purchasing

• Source and purchase mechanical parts, components, consumables, tools, and workshop supplies.
• Obtain and compare supplier quotations to ensure competitive pricing and quality.
• Negotiate pricing, delivery terms, and supplier agreements.
• Create and process purchase orders accurately and timeously.
• Monitor order status and follow up on deliveries to ensure parts arrive as required.
• Develop and maintain strong relationships with suppliers and vendors.
• Identify alternative suppliers when required to reduce costs and improve supply reliability.
• Maintain accurate purchasing records and documentation.
• Ensure workshop stock levels are maintained to meet operational requirements.
• Assist with stock counts and inventory control.

Supplier & Inventory Management

• Monitor stock availability and reorder critical items before shortages occur.
• Maintain supplier databases and pricing schedules.
• Verify deliveries against purchase orders and supplier invoices.
• Resolve supplier discrepancies relating to pricing, quantities, or deliveries.
• Track supplier performance regarding cost, quality, and delivery times.

Office Administration

• Manage general office administration and filing systems.
• Process and maintain workshop and procurement documentation.
• Prepare reports relating to purchasing, stock levels, and supplier performance.
• Assist with data capturing and record management.
• Handle incoming calls, emails, and supplier correspondence.
• Support management with administrative and operational tasks as required.

Financial Administration

• Match supplier invoices to purchase orders and delivery notes.
• Assist with creditor administration and payment reconciliations.
• Maintain accurate procurement records for auditing and reporting purposes.
• Monitor purchasing expenditure and assist with budget control initiatives.

REQUIREMENTS:

• Grade 12 / Matric (essential).
• Certificate or Diploma in Purchasing, Supply Chain Management, Business Administration, Logistics, or a related field will be advantageous.
• Minimum 3 years' experience in purchasing, procurement, or buying.
• Experience within a mechanical workshop, engineering, manufacturing, automotive, or industrial environment preferred.
• Knowledge of mechanical parts and workshop operations will be highly advantageous.
• Experience with inventory management and supplier negotiations.

SKILLS:

• Strong negotiation and supplier management skills.
• Excellent organizational and administrative abilities.
• Good understanding of procurement processes and inventory control.
• Strong numerical and analytical skills.
• Proficiency in Microsoft Office, particularly Excel.
• Experience with ERP, workshop management, or accounting systems advantageous.
• High attention to detail and accuracy.
• Strong communication and interpersonal skills.
• Ability to prioritize tasks and meet deadlines.
• Problem-solving mindset and ability to work independently.

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