Role Summary
The Operations & Supply Chain Coordinator is responsible for ensuring the smooth running of day-to-day purchasing, supplier coordination, inventory control, and logistics across Colby Instruments and Terra US/UK operations. The role acts as the central coordination point between suppliers, production, and internal teams to ensure materials are available on time, inventory records are accurate, and operational processes are followed.
This role replaces fragmented administrative and purchasing tasks currently distributed across multiple part-time roles and brings them into a single, structured operational function.
Key Responsibilities
Purchasing & Supplier Coordination
- Raise and manage purchase orders across all suppliers
- Request and compare supplier quotations
- Track order confirmations, lead times, and delivery status
- Chase overdue or at-risk supplier orders
- Maintain and update supplier records and contact information
- Support onboarding of new suppliers and supplier documentation
Inventory & MRP Administration
- Maintain accurate records within the MRP system (Mini MRP)
- Update stock movements, receipts, and usage
- Monitor stock levels and highlight shortages
- Maintain reorder points and flag purchasing requirements
- Support BOM and inventory structure accuracy
Logistics & Shipping
- Coordinate inbound and outbound shipments (UK and US)
- Arrange couriers and freight forwarding where required
- Prepare and manage shipping documentation
- Track shipments and resolve delivery issues
- Communicate delivery timelines to internal stakeholders
Operational Support
- Support production and engineering teams with material availability
- Create and maintain operational documentation and SOPs
- Support continuous improvement of supply chain processes
- Coordinate actions from operational meetings
- Assist with UK office logistics and administrative tasks
Reporting & Coordination
- Provide regular updates on stock shortages, supplier delays, and risks
- Maintain visibility of critical components and long-lead items
- Support cash flow awareness through PO and shipment tracking
Key Performance Indicators (KPIs)
- Stock availability: <5% production delays caused by missing materials
- PO accuracy: 98%+ of purchase orders raised correctly first time
- Supplier responsiveness: 90% of supplier issues followed up within 48 hours
- Inventory accuracy: >95% alignment between MRP system and physical stock
- On-time delivery rate: 85–90% of supplier deliveries on or before agreed date
- Data integrity: No untracked stock movements or undocumented inventory changes
- Process compliance: All purchases follow approved authorisation thresholds
Skills & Experience - Essential
- Highly organised with strong attention to detail
- Experience in purchasing, procurement, or supply chain coordination
- Confident using spreadsheets (Excel or equivalent)
- Experience using business systems (MRP)
- Strong verbal and written communication skills with suppliers and internal teams
- Ability to manage multiple priorities and follow tasks through to completion
- Proactive approach to chasing and resolving issues
Skills & Experience - Desirable
- Experience in manufacturing, engineering, or production environments
- Familiarity with inventory control or BOM structures
- Understanding of international shipping and logistics
- Experience working in small, fast-moving businesses
- Exposure to supplier negotiation or cost comparison
Working Style & Behaviours
- Proactive and self-directed; does not wait to be chased
- Persistent in following up suppliers and resolving issues
- Highly structured and process-oriented in approach
- Comfortable working in environments with incomplete or evolving systems
- Strong sense of ownership over tasks from start to finish
- Clear and concise communicator (especially in written updates)
- Calm under pressure when supply issues arise
- Practical mindset focused on keeping production running
- Willing to improve and document processes, not just execute them
- Comfortable working independently across multiple time zones (UK/US suppliers)
What We Offer
· Opportunity to grow with a successful international business
· Travel opportunities
· Varied and interesting responsibilities
· Collaborate and entrepreneurial culture
· Direct exposure to leadership and business decision-making
How to Apply
Please submit your CV together with a cover letter to give a brief introduction outlining your relevant experience and interest in the role to Anthea Cosstick Managing Director email: [email protected]
Pay: £16.00-£20.00 per hour
Benefits:
- Casual dress
- Free parking
- On-site parking
Work Location: In person
