Purchasing Officer

Role and Responsibilities (but not limited to)

Core Values and Safety Compliance

• Live “YES WE CAN” within all facets of your role.
• Abide by all safety policies and procedures.
• Ensure compliance with all company standards, policies, and procedures.

Supplier Management and Onboarding

• Manage the onboarding and prequalification of new Suppliers to Supagas, liaising with both Suppliers and internal stakeholders to gather data and ensure compliance with contractor management requirements.
• Manage approval processes, prequalification to ensure compliance, upload data into Pronto & Eftsure, and oversee Supplier Verification Process with external parties.
• Update Supplier Establishment & Prequalification tracker.
• Update Pronto Supplier Master data when Supplier ABN details change (e.g., new onboarding process for changed ABN).
• Liaise with Accounts Payable for updates to bank and contact information as notified (e.g., via invoices, email, or general communication).
• Regularly review the Supplier base, identify opportunities to consolidate Suppliers, and improve payment terms on at least a 6-monthly basis.
• Running reports on Suppliers on Hold, Suppliers where onboarding is incomplete, and where insurance requirements have lapsed.

Procurement and Purchase Order Management

• Ensure all purchase orders and requests are relevant, timely, and cost-effective while maintaining quality standards and specifications.
• Liaise with internal stakeholders to confirm required information (e.g., drawings, revisions) when necessary.
• Assist the business in sourcing multiple quotations to ensure cost-effective product selection as per the Procurement Procedures.
• Prepare purchase orders in accordance with company policy and negotiated terms and conditions.
• Print and distribute Purchase Orders where Suppliers are managed centrally by Procurement.
• Perform goods receipting for any Procurement related Purchase Orders.
• Update the Supagas Parts Catalogue with updated or new part numbers, item codes, pricing, suppliers, and descriptions as required.
• Performing Goods Returns, PO cancellation and maintaining responsible Users as people changes occur.

Credit Applications and Contract Management

• Manage the process of Credit Applications with Suppliers, facilitate review by appropriate Procurement Officers, and handle sign-off and documentation storage.
• Manage contract renewals, ensuring contracts due to expire are identified and signed contracts are loaded into the contract database.

Process Improvement and Reporting

• Assist with the creation and communication of reports (e.g., CAPEX awaiting Approval, POs unprinted, POs unapproved, POs not yet Goods Receipted) to stakeholders on a regular basis.
• Identify productivity improvements within the Supagas business for possible action by the Procurement team.
• Primary responsibility for monitoring and maintaining the shared mailbox, and assisting the wider procurement team with activities related to intranet updates, and documenting processes and procedures.
• Collecting and collating environmental data (Waste, Electricity, Water, Recycling etc) from various sources to meet internal and external reporting requirements.

Stakeholder Support

• Assist internal customers with purchasing process queries.
• Assist with other procurement-related activities as reasonably directed by Supagas from time to time.