Purchasing Admin

Job Description

SF Group are looking for a Purchasing Administrator for a business in B6. Perm and paying £18k.You will deliver a high level of service alongside our business partners ensuring the integrity of shipments from Suppliers. Will provide consistency in service and develop strong relationships with both Suppliers and Freight Forwarders.The Supply Chain Co-Ordinator is responsible for ensuring the clients purchase order commitments leave on time by the most reliable and cost-effective method. They will provide greater assurance to customers by measuring our Freight Forwarders performance and maintaining system integrity for the UK and Middle East operating companies.By focusing on;1: Purchase Order ProgressingIntegrity of procurement-Accuracy of information- Reviews Supplier order acknowledgments within 48hrs of the purchase order being placed, validates against purchase order requirements and updates Enterprise System.Order Validation- Manage confirmations from Suppliers ensuring all goods ship on time and in full as per the purchase order expectation and order acknowledgement by the expected transport measurement.- Communicate to the inventory controllers or the buyer any variations purchase orders or shipment datesDocumentation Management (Product validation)- Provide notification to the freight forwarder of Supplier details, purchase order numbers and shipment dates, thus providing authorization for shipmentSystem Update and Monitoring- Check and update purchase orders within the system with actual shipping dates and where appropriate amendments to products, quantities or pricing.- Investigating and resolving queries relating to overdue or non-delivery of product.- Monitor each week the progress of shipments that have sailed, where the ETA deviates from original, update systems, advise inventory controller and Goods-in.Optimization- Ensure the forwards are consolidating shipments from multiple suppliers into console boxes from relevant countries (currently China and Taiwan).- Review shipments with suppliers ensuring containers are maximized to offer full value for lowest possible landed costs.2: Inbound Freight ManagementOrder traceability and certainty- Monitor and ensure all shipments are for the correct products, with the correct shipping line with the expected service and that E9 is updated with inbound numbers.- Ensure inbounds are loaded for all suppliers.Documentation Management (Shipment validation)- Check all shipment paperwork received is correct. Provide Goods inwards the Inbound number, number of pallets and ETA at least 2 weeks prior to arrival for non-European based suppliers and 1 week prior for European based suppliers.- Check freight invoices against the agreed pricing structure or quotation. Where the invoice is correct, provide the freight forwarder with a purchase order.- Monitor the progress of shipments in transit, where the eta deviates from the original eta, update E9 and advise the inventory controller or salesperson.Relationship Management- Attend review meetings with freight agents, highlighting any service-related issues.- Monitor freight rates and ensure we are charged at agreed rates, advising purchasing manager of any unexplained variances.- Each month review freight costs and service from other providers, benchmarking against current costs and service, highlighting to the purchasing manager where other provider costs are -5%Key Responsibilities:Business Planning- Manage freight costs in accordance with Business Plan- Measure and Manage Suppliers delivery performance- Liaise with warehouse and ensure that they are advised on vessel bookings and estimated times of arrivals- Create inbound shipments to show accurate landed costs and delivery information and quantities of items on shipmentsBusiness Results- Progress orders with Supplier 1 week before shipment due date- Where the item is a B2B order advise sales teams of any delays to shipments- Advise Inventory Controllers of any delays to shipments and chase for confirmation of acceptance or resolution.- Ensure Purchase orders and invoices are updated with correct costs from invoices received at point of shipment- Analyze any landed costs that show increase/decrease and check correctly recorded- Ensure suppliers provide the correct shipping documentation to enable customs clearance- Expedite urgent purchase orders- Respond to eta requests from the sales department within 4 hours of the request being made.- Adhere to agreed timescales in all work activities managing customer expectations.- Check and authorize Freight Forwarders invoices and chase for credit if overchargedCustomer / Supplier Engagement- Develop strong relationships with internal customers and Suppliers. Provide Internal Sales team with quick and accurate responses on all enquiries- Liaise with Suppliers to drive on time arrival of products- Provide Suppliers/Forwarders with feedback on performance.Vision & Values- Demonstrate adherence values in all dealings with colleagues, customers and Suppliers- React to all opportunities with hunger and passion- Express ideas with confidenceCompetenciesA successful performer in this role will:- Deliver on commitments- Keep customers informed and updated on progress- Provide the highest level of customer service even under pressure- Look for ways to improve work processes to save time and/or cost- Provide people with the information they need when they need it- Produce accurate written materials using correct grammar, spelling and punctuation- Work problems through to resolution on their own imitative- Determine priorities for tasks- Build rapport and win the support of colleagues/suppliers and management- Go out of their way to share information, expertise and learning with colleagues- Explain views clearly using supporting facts and information- Make sound decisions under pressure- Move quickly when there is a customer or supplier crisis- Inspire confidence i