Purchase and Sales Administration Supervisor

About the role

The Purchase & Sales Administration Supervisor leads a team of Purchase and Sales Administrators, ensuring seamless coordination of goods movement from suppliers to retail or distribution points. Reporting to the Logistics Manager, the role focuses on delivering high‑quality service to customers through effective supervision of purchase processes and sales administration.

Key responsibilities

• Monitor daily incoming communications, analyse requirements and forward information to relevant parties.
• Validate and transmit supplier purchase orders based on division requests.
• Receive, verify and follow‑up supplier documents such as invoices, packing lists and certificates.
• Identify and report shortages, excesses or damages; negotiate credit notes and manage goods returns.
• Upload consignments, match supplier invoices with orders, and verify overhead costs (clearance, freight, FOB, insurance) against agreements.
• Prepare and issue weekly forwarder reports, tracking expected shipments and priorities.
• Coordinate with finance on credit notes, pending shipments, and monthly inventory results.
• Conduct team briefings, maintain proactive communication with divisions, stores, forwarders and clearance agents.
• Liaise with warehouse staff, divisions and suppliers to clarify documentation and ensure accuracy.

Required profile

• Proven experience supervising purchase and sales administration functions.
• Strong understanding of logistics processes, supplier documentation and forwarder coordination.
• Ability to work closely with finance, warehouse and multiple internal stakeholders.
• Excellent communication and team‑leadership skills.

Required skills