Vendor Coordinator - Ottery, Cape Town

SUMMARY:
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POSITION INFO:

Our Client based in Ottery, Cape Town is looking to appoint a Vendor Coordinator. As the Vendor Coordinator, you will report to the Vendor Performance Manager.

Requirements:

• A Matric qualification.
• Strong problem-solving and solution-generation skills.
• Excellent attention to detail.
• Good verbal and written communication skills.
• Strong self-motivation and a proactive approach to completing tasks.
• Prior experience with relevant systems.
• Sound analytical skills, personal integrity, and self-discipline.
• Ability to work independently and show initiative.
• Strong interpersonal skills with the ability to communicate effectively at all levels.
• Solid planning and organising capabilities, including multitasking and working well under pressure.
• A friendly demeanour and the ability to think quickly in dynamic situations.
• Demonstrated organisational skills and a strong sense of accountability.
• A relationship-oriented mindset with the ability to work effectively as part of a team.

Responsibilities:

• Execute and maintain raw material stock codes, including the creation of new codes, updating descriptions, and placing codes on hold when necessary.
• Maintain raw material databases by collecting relevant system data, capturing product images, and ensuring records are up to date.

• Collaborate with the Vendor Performance Manager to ensure that raw material specifications and inspection plans are accurate, current, and properly filed.
• Update and maintain comprehensive raw material catalogues.
• Collect and file supplier questionnaires in an organised and accessible manner.
• Update the supplier Risk Assessment Matrix regularly to reflect any changes.
• Track the expiry dates of all supplier and raw material-related documentation (including certificates, questionnaires, and declarations), request updated documents when needed, and ensure appropriate filing.
• Maintain the External Document Control Register for all raw material certificates.
• Coordinate the collection of non-conforming stock by suppliers to ensure prompt removal from the rejected warehouse as soon as possible.
• Arrange couriers for supplier-related sample deliveries when required.
• Assist the Vendor Performance Manager in the communication and administration of supplier non-conformances and initiate the SCAR process where recurring issues arise, in line with the Quality Management System (QMS).
• Liaise with the Quality Control (QC) team to confirm that all suppliers meet the required documentation standards, such as Certificates of Compliance (COC), Certificates of Analysis (COA), and packing lists.
• Provide support to the Vendor Performance Manager as needed, contributing to the development and maintenance of a world-class supplier base that enhances the organisation’s competitive advantage.