Purpose
The role requires the individual to work as part of the company’s engineering and administrative team. The individual will assist in monitoring and organizing the purchasing for ongoing projects and stock for Engineering, issue work orders to Manufacturing, and support administrative duties as assigned. The responsible person will operate in a high-paced environment, communicating with multiple stakeholders in the business.
Responsibilities
1. Oversee all aspects of import and export logistics, including container shipping, customs documentation, and compliance with international regulations.
2. Liaise with Engineers and the warehouse to ensure that all relevant materials are ordered and delivered to engineering/warehouse stock in a timely manner.
3. Assist in the creation and issuing of relevant documentation for purchasing for Engineering Projects and Engineering Stock.
4. Attend meetings relevant to the job function, following up on key actions assigned, ensuring the smooth running of the department, and recording relevant actions for the team as required.
5. Cover fellow employees in any of the company sites when some of the teams are out of the office or absent.
6. Assist in minimizing lead times for suppliers through effective monitoring of stock.
7. Conduct research into available suppliers to get the best price and avail of any discounts possible.
8. Organize transport of goods in the most efficient way for goods coming in from suppliers and goods delivered out to customers.
9. Support your manager to act as the point of contact between the company and existing and new clients, maintaining a professional relationship.
10. Assist in the training and development of new employees in the department.
11. Maintain adequate and accurate records of all transactions on all systems while continuously updating spreadsheets and filing client records.
12. Coordinate with the Quality Management team and engineers regarding new materials and products in terms of pricing and suppliers.
13. Utilize available stock where possible before ordering new quantities.
14. Liaise with Quality Management to improve supply chain management.
15. Ensure that all administrative duties are carried out to a professional standard.
16. Cover fellow administrative tasks when some of the teams are out of the office or absent.
17. Communicate and organize with all Forwarders & Delivery Drivers to arrange delivery of both engineering/project goods in/out, while issuing all documentation needed for domestic and international deliveries for goods out.
18. Check, update, and maintain Excel Spreadsheets with data to match Sage, and scan & file Delivery Dockets and Fitting Orders as proof of completion.
19. Liaise with the Store Manager about packing and preparation of outgoing goods.
20. Assist in issuing Work Orders and Purchase Orders for orders, reorders, and redesign for clients.
21. Liaise with engineers and customers, confirming prices & delivery dates for re-orders.
22. Assist in generating Purchase Orders and arranging deliveries for Flexible Products, Standard Products, and Hardware Products for all Projects and Engineering Stock.
23. Demonstrate a strong command of Microsoft Excel for reporting and data analysis.
24. Have familiarity with export documentation and international shipping regulations.
25. Be dedicated to strict adherence to reporting and procedural standards.
26. Manage and track Purchase Orders to suppliers from order to delivery.
27. Manage and track Purchase Orders from customers until the order is ready to be delivered and invoiced.
28. Liaise with Quality Management on product quality, certification, and validation issues.
29. Liaise with the Director of Finance and HR regarding payments.
30. Liaise with the Store Manager to confirm Delivery Docket matches the Purchase Order and contact the supplier if any discrepancies arise.
31. Create and update templates on Sage and Excel, e.g., Quotations, POs, Invoices, Delivery Dockets.
32. Archive completed Projects and documentation.
33. Issue, scan, and store all related documents in specific folders.
Requirements
1. Minimum of 2 years’ experience in logistics and supply chain.
2. Fluency in English, both spoken and written.
3. Computer literate; highly professional and service-oriented.
4. Excellent telephone manner.
5. Customer service oriented.
6. Ability to work on own initiative.
7. Drive to achieve targets.
8. Self-driven.
9. Outgoing personality.
10. Adaptable and flexible.
11. Excellent communication and interpersonal skills.
12. Attention to detail.
13. Good at multi-tasking.
Skills:
Excel, Logistics, Documentation
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