Job Description
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:
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