Job Description

Overview

We are seeking a highly organised and detail-oriented Administrative Assistant to join our purchasing team. This role offers an excellent opportunity for individuals with office experience and strong computer skills to contribute to the smooth operation of our organisation. The successful candidate will provide vital administrative support, ensuring efficient workflow and effective communication across departments.

Responsibilities

Placing of orders and liaising with all suppliers. Booking in of deliveries for all orders. Liaising with suppliers and working with warehouse to resolve delivery queries. Arrange collection of goods from Suppliers and ensure we get competitive rates Organise the importing of goods from European countries Keep import costings up to date on relevant paperwork and working out import freight costs accordingly. Advise sales/customer services on out of stock lines, product changes and deletions. Ensure all cost prices are kept up to date on the system. Deal with customer complaints and quality issues alongside the Customer Services Department and Product Manager. Raise BIRs as instructed. Liaise with suppliers for prices for new products for customers. Communicate with suppliers and discuss proposed price changes from suppliers at the Product Development Meeting and implement on AX once approved Keeping delivery dates on computer system updated. Manage queries about stock due dates from the Customer Services team, especially when not correct on computer system. Keep Customer Services team informed of any delayed arrival of items Create and update consolidation of shipments. Liaise with Warehouse with any problems. Arranging BIR once order has been placed for new SKU's, change of supplier, changes to packaging etc., expected arrival date - this helps plan for the required level of inspection and data gathering for packaging etc. Monitor all Quality and Quarantine orders (QPA/QUA) and keep up to date Prepare and communicate a weekly EW2 sales report Check all FSC documentation requirements are met on invoices etc. Monitor EUDR requirements via upcoming Osapians link. Use TACTO (online platform) for all compliance documents/checks for UK suppliers for FSC and EUDR - liaise with Office Manager for external audits Support Logistics and Product Manager with PUL changes/warehouse constraints Produce a fortnightly warning list for Potential Out Of Stock items - this is in addition to the EW2 which gives the Customer Services team advance notice. Arrange to expedite delivery of goods if necessary Maintain the currency sheet and update with any changes, to aid cash flow planning and keeping suppliers paid on time to ensure goods deliveries are not delayed. Ensure receipt of a Telex release, without which we cannot take ownership of goods. Create consolidated invoice packs for Accounts Team Production Planning

Qualifications

Proven office experience or administrative experience in a professional setting Strong computer skills with proficiency in Microsoft Office (Word, Excel, PowerPoint) Excellent organisational skills with the ability to prioritise tasks effectively Strong typing skills for accurate data entry and document preparation Good phone etiquette and communication skills Ability to work independently as well as part of a team in a fast-paced environment Attention to detail and high level of accuracy in all work undertaken
This role offers a dynamic working environment where organisational skills are valued and developed. We welcome applications from motivated individuals eager to contribute to our organisation's success.

Job Type: Part-time

Pay: 12.81-13.81 per hour

Expected hours: 20 per week

Benefits:

Free parking Health & wellbeing programme On-site parking
Work Location: In person