Operations & Procurement Administrator

The Operations & Procurement
Administrator is the administrative backbone of a premium events company's stock
management, supplier relations, and financial capturing workflows. Operating at
the intersection of office administration and warehouse logistics, this role
ensures that stock is accurately ordered, supplier invoices are flawlessly
captured, and order sheets match physical inventories perfectly. Due to the
high volume and fast-moving nature of event stock and liquor supplies, a high
level of mathematical and data-entry accuracy is essential.

Key
Responsibilities

1.
Procurement & Supplier Relations

• Liaise
  directly with liquor distributors, event suppliers, and external vendors
  regarding pricing, stock availability, and deliveries.
  
• Generate,
  issue, and track Purchase Orders (POs) in accordance with inventory
  demands.
  
• Create
  detailed, error-free order sheets for upcoming events to ensure warehouse
  teams pull correct stock lines.
  

2.
Invoicing & Financial Capturing

• Capture
  incoming supplier invoices and delivery notes with immaculate data-entry
  accuracy.
  
• Reconcile
  supplier statements against internal procurement records before processing
  for payment.
  
• Assist
  in generating and dispatching outgoing client invoices where required.
  

3.
Warehouse Administration & Inventory Controls

• Work
  closely with the warehouse team to cross-verify physical stock received
  against incoming invoices.
  
• Maintain
  accurate, real-time inventory capturing on internal systems to prevent
  stock discrepancies or shortages.
  
• Track
  breakage sheets, returns, and event stock reconciliation (consignment and
  buy-backs).
  

Requirements

• Matric
  certificate required; tertiary qualification in Logistics, Supply Chain,
  or Business Administration will be an added advantage
  
• 3 years
  of experience in a specialized administrative role focusing on
  procurement, invoicing, or logistics.
  
• Previous
  experience working within a Warehouse Environment is essential. You
  must understand standard warehouse tracking, stock receiving protocols,
  and order sheets.
  
• Previous
  experience in the Events Industry is highly preferred, and direct
  experience in the Liquor/Beverages Industry is a major added
  advantage.
  
• Must
  be highly tech-savvy. Experience with Xero Accounting Software is a
  distinct advantage. General comfort with modern cloud storage, CRM
  systems, and advanced Excel/Google Sheets is required.
  
• A
  meticulous eye for detail. You must possess the ability to catch a single
  incorrect unit price or mismatched line item on a multi-page supplier
  invoice.
  
• Strong
  professional verbal and written communication skills for managing supplier
  relations and resolving delivery disputes.