Procurement and Expediting Lead

About the Company:

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

About the role:

The Procurement & Expediting Lead manages the daily workflow of the combined procurement administration and expediting team. The role ensures that approved PO requisitions are accurately entered into the ERP system and issued to market; supplier acknowledgements vendor documentation invoices and delivery commitments are actively followed up; and changes are recorded and communicated to project teams. The Lead allocates and reviews work resolves routine exceptions maintains visibility across orders and escalates risks that threaten project delivery.

Key Responsibilities:

Team Leadership Work Allocation and Quality Assurance

• Translate the procurement and expediting workload into clear allocations priorities due dates and follow-up routines.
• Distribute work across clerks based on order volume urgency complexity and capacity.
• Review ERP capture quality correspondence trackers and exception records; correct errors and coach employees.
• Monitor overdue actions bottlenecks leave coverage and critical orders; provide regular performance feedback.
• Maintain consistent procedures escalation routes and handover arrangements.

Purchase Requisition & Market Issue Control

• Ensure approved PO requisitions are received checked for completeness and assigned for processing.
• Oversee accurate transcription of requisitions into the ERP system including order references required dates and supporting information.
• Ensure enquiries or orders are issued to market under the approved purchasing workflow and authority limits.
• Resolve routine incomplete or inconsistent requisition data with requisitors and buyers; escalate unresolved issues.
• Monitor processing lead times and prevent orders from remaining unissued without visibility.

Supplier Acknowledgement and Vendor Documentation

• Ensure supplier order acknowledgements are requested obtained and recorded.
• Maintain a clear register of vendor documentation requirements expected submission dates and outstanding items.
• Ensure received vendor documents are issued promptly to the PO requisitor with a traceable record.
• Escalate late incomplete or disputed documentation to the relevant project or technical owner.
• Identify recurring supplier non-responsiveness and coordinate follow-up priorities.

Invoice and Payment Coordination

• Oversee follow-up on proforma upfront-payment and final supplier invoices.
• Ensure invoice documentation is routed to the relevant requisitor approver or Finance team.
• Coordinate confirmation from Finance that required payments particularly upfront payments are in process and communicate dependencies.
• Track payment-related constraints affecting supplier manufacturing dispatch or delivery.
• Escalate missing invoices approvals or payment-status responses without assuming authority to approve or release payments.

Delivery Expediting ERP Accuracy & Project Communication

• Ensure suppliers are followed up at an appropriate frequency for delivery commitments and revised dates.
• Maintain consolidated visibility of overdue orders critical deliveries promised dates and risks to project schedules.
• Ensure revised delivery dates are promptly and accurately updated in the ERP system.
• Ensure requisitors and project teams are notified of material changes delays and relevant supplier information.
• Review unresolved delays agree next follow-up actions and escalate critical risks to the responsible buyer project owner or Supply Chain manager.
• Check consistency between ERP records supplier correspondence and expediting reports.

Reporting Governance & Continuous Improvement

• Prepare regular team-level reports on order status acknowledgements documentation invoices delivery slippages and unresolved actions.
• Maintain auditable supplier correspondence approvals system updates and follow-up records.
• Monitor team KPIs and identify recurring causes of late processing weak follow-up or data errors.
• Coordinate with Project Managers requisitors Supply Chain and Finance to clarify owners and deadlines.
• Implement approved improvements to checklists trackers ERP data quality and workflow efficiency.

Minimum Qualifications and Experience:

• National Senior Certificate; diploma or certificate in Procurement Supply Chain Logistics or Business Administration preferred.
• Typically 46 years of procurement administration and/or expediting experience including demonstrated coordination or supervisory responsibility.
• Experience in project-based engineering fabrication manufacturing or construction environments advantageous.
• Working knowledge of ERP purchase-order workflows supplier documentation delivery tracking and invoice coordination; Syspro experience advantageous.
• Strong Excel reporting team coordination follow-through communication and escalation 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.