Purchasing Department Assistant

Role Overview & Responsibilities

PURCHASING DEPARTMENT

Role: Purchasing Department Assistant

It is important to remember that the attention to detail and high accuracy in this role is a key as information inputted on spreadsheets in Purchasing Department are inter-linked via Vlookups with each other (SPD001, SPD002, SPD003 & Payment Schedules), Gold Seal Samples master sheet, etc.

All responsibilities have learning resources available – refer to relevant Processes

RESPONSIBILITIES:

• Suppliers documents
• Chasing suppliers for shipping & customs clearance documents (Invoice, Packing List, BOL)
• Dealing with invoices from Suppliers
• Dealing with GRNs

2. Placing purchase orders with suppliers

• Input orders on Progress and on order form, email to suppliers & sign off PI, etc.
• Orders to include our detailed delivery instructions (pack sizes, booking in requirement, etc.)
• Adding to SPD002 Open tab & creating relevant PO folders to save docs
• Need to ensure correct container calculator is used to avoid shipping air
• FOB to CDL
• This requires you to understand pricing structure, bulk discounts, etc.

3. Chasing orders & monitoring planned ETD

• Chase up orders with suppliers, these are on Open tab on SPD002

4. Inspection forms, Quality & Quarantining

• Chasing up and checking inspection forms prior shipment and addressing any issues with the suppliers
• Working closely with Sam at CDL who also checks products receipted against inspection forms
• Quarantining stock and releasing as & when needed – use stock report for this
• Creating new inspection forms for new lines
• Liaising with factories on product quality issues, shipment receipted issues & suggesting improvements to products packaging, shipment and agreeing solutions / reimbursement.
• Spares sourcing

5. Product zooming in – Gold Seal Project

• Artwork - liaising between marketing team and supplier regarding product/packaging artwork
• Taking pictures, weight & measuring Gold Seal samples, recording data in GS s/sheet & pictures in relevant folders

6. Any other tasks, as & when required

EXPECTATIONS:

• You will be required to familiarise yourself with departmental processes, company policies and procedures, so that you are able to recall & apply them whilst dealing with day-to-day tasks
• You will be required to demonstrate dedication and take ownership of your role, which is crucial in a small team
• It will be expected of you to work towards becoming reliable team member and competent within your role by absorbing the knowledge and processes created for your role

KEY INTERFACES:

• DC in West Midlands
• Internal departments within Olympia office in Reading
• Deepblue team
• FE and UK Suppliers

Job Type: Full-time

Benefits:

• Casual dress
• Company pension
• Employee discount
• Free parking
• Wellness programme

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Reading: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Reference ID: Purchasing Department Spring 2023