Ordering Clerk - Bellville

Our client, based in the Northern Suburbs, Cape Town, is seeking a detail-oriented and organized Ordering Clerk to join their team. The ideal candidate must have Grade 12 / Matric and 2–3 years’ relevant experience in purchasing, procurement, or ordering administration, preferably within the property development, construction, building materials, or property maintenance industry. Strong administrative, numerical, communication, and negotiation skills are essential, along with proficiency in Microsoft Office. Experience with procurement or ERP systems will be advantageous. The successful candidate must be reliable, cost-conscious, able to manage multiple priorities, and committed to maintaining excellent supplier relationships.

• Prepare, process, and manage purchase orders for building materials, construction supplies, maintenance items, tools, equipment, and general operational requirements.
• Source materials and products from approved suppliers in accordance with project specifications and operational requirements.
• Obtain and compare supplier quotations to ensure competitive pricing, quality, and availability.
• Follow up on outstanding quotations, purchase orders, and backorders.
• Ensure that all orders are accurate, authorized, and processed within the required timeframes.
• Monitor material price changes and identify potential cost-saving opportunities.
• Liaise with project managers, site supervisors, maintenance teams, and other relevant departments to establish purchasing requirements.

Supplier and Delivery Coordination:

• Build and maintain professional relationships with suppliers, contractors, and service providers.
• Confirm stock availability, pricing, lead times, and delivery arrangements.
• Coordinate deliveries to construction sites, properties, offices, or designated storage facilities.
• Follow up on delayed or incomplete deliveries and resolve discrepancies promptly.
• Verify supplier invoices, delivery notes, and purchase orders to ensure that quantities, prices, and descriptions correspond.
• Assist with resolving issues relating to incorrect, damaged, or short-delivered goods.

Construction and Property Procurement:

• Demonstrate an understanding of common building materials, including cement, sand, aggregates, bricks, blocks, timber, plumbing supplies, electrical materials, paint, hardware, and related construction products.
• Assist with sourcing materials required for property renovations, repairs, maintenance, and development projects.
• Ensure that materials ordered correspond with the specifications and quantities provided by site personnel.
• Liaise with site teams to prioritize urgent material requirements and minimize project delays.
• Maintain an awareness of supplier lead times and the practical requirements of construction projects.

Administration and Record-Keeping:

• Maintain accurate purchasing records, supplier databases, quotation files, and purchase order registers.
• Capture orders, supplier information, and pricing accurately on the relevant accounting, procurement, or ERP system.
• Match purchase orders to delivery notes and supplier invoices for verification.
• Track outstanding orders and provide regular updates to management and relevant departments.
• Assist with monthly purchasing reports, expenditure tracking, and supplier reconciliations, where required.
• Ensure that all procurement documentation is properly filed and readily accessible.

Stock and Cost Control:

• Monitor stock levels of commonly used building materials and maintenance supplies.
• Assist with stock counts and identify low-stock items requiring replenishment.
• Prevent over-ordering, unnecessary purchases, and wastage.
• Ensure compliance with purchasing procedures, delegated authority levels, and budgetary requirements.

HOURS:

• Monday to Friday: 08:00 – 17:00