Procurement and Expediting Clerk

About the Company:

ProProcess is a specialist process engineering company and an engineering solution provider that builds modular process plants, operating both locally and internationally. We offer the full suite of vertically integrated engineering and fabrication services to ensure our clients’ projects are delivered on time and in budget.

About the role:

The Procurement & Expediting Clerk administers the purchase-order process from receipt of a PO requisition through ERP capture and issue to market, supplier acknowledgement, vendor-document follow-up, invoice and payment coordination, and delivery expediting. The role keeps the ERP record and project team informed of changes and outstanding supplier commitments.

Key Responsibilities:

Purchase order administration

• Receive the PO requisition and check that the information needed for ERP capture and market issue is present.
• Transcribe the requisition accurately into the approved ERP system.
• Issue the purchase enquiry/order to market in accordance with the approved workflow and delegated authority.
• Record submission dates, references and any missing or unclear information; refer discrepancies to the requisitor or responsible buyer.

Order acknowledgement and Vendor documentation

• Follow up with suppliers for written order acknowledgement and record the committed dates.
• Follow up on when vendor documentation is due and maintain visibility of outstanding documents.
• On receipt of vendor documentation, issue it promptly to the PO requisitor and record the transmittal.
• Escalate missing acknowledgements, overdue documents or changes that may affect project activities.

Invoice and Payment coordination

• Follow up with suppliers for proforma and upfront-payment invoices when required.
• Ensure invoices and required supporting information are routed to the relevant internal owner or Finance team.
• Confirm with Finance that required payments, especially upfront payments, are being processed; follow up on outstanding status.
• Follow up on final supplier invoices and route them for the appropriate review and processing.

Delivery expediting

• Regularly follow up on supplier delivery dates and obtain updated commitments.
• Identify slippages and supplier risks early, record the reasons and expected impact where available.
• Escalate critical or unresolved delivery delays to the appropriate procurement/project owner.
• Maintain an actionable record of supplier follow-ups, responses and next steps.

ERP updates and Project communication

• Update the ERP system with revised supplier delivery dates and other authorised status information.
• Notify the project team and PO requisitor promptly of delivery-date changes and material supplier updates.
• Ensure that the ERP record, supplier correspondence and expediting tracker are consistent.
• Keep clear records of communications, outstanding actions and escalations.

Minimum Qualifications and Experience:

• Matric / National Senior Certificate; certificate or diploma in Procurement, Supply Chain, Logistics or Business Administration advantageous.
• 1–3 years of relevant purchasing administration, procurement clerical or expediting experience, preferably in a project-based engineering or manufacturing environment.
• Working knowledge of purchase orders, supplier correspondence, delivery tracking and invoice documentation.
• Competence in ERP data capture and Microsoft Excel; Syspro experience advantageous.
• Strong accuracy, follow-through, communication and record-keeping skills.

While we endeavour to provide feedback to all applicants, should you not receive feedback within 3 weeks, you can consider your application unsuccessful.

ProProcess is an equal opportunity employer. However, since we are based in South Africa, only South African citizens or residents with the relevant scarce skills permits can be considered.