Overview
We are seeking a highly organised and detail-oriented part time Administrative Assistant to join our purchasing team for 25 hours per week. 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.
- · Deal with customer complaints and quality issues via the Customer Services Department and Product Manager. Raise BIRs as instructed.
- · Keeping delivery dates on computer system updated. Manage queries about stock due dates from the Customer Services team. 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
- · Check all FSC documentation requirements are met on invoices etc. Monitor EUDR requirements via upcoming Osapians link.
- · Use TACTO for all compliance documents/checks for UK suppliers for FSC and EUDR – liaise with Office Manager for external audits
- · 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
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: £13.00-£13.81 per hour
Benefits:
- Free parking
- Health & wellbeing programme
- On-site parking
Work Location: In person
