Purchasing Administration Assistant

Location: Leyland, Lancashire

Contract Type: Full-time 37.5 Hours, Permanent 08:30 – 16:30

Are you a highly organised and proactive administrator with a keen eye for detail? Do you thrive in a fast-paced environment and excel at building professional relationships? VictorianPlumbing.co.uk, The leading retailer in the bathroom industry, is seeking a dedicated Purchasing Administration Assistant to provide vital support to our busy Purchasing Department.

This is a pivotal role where your efficiency, accuracy, and strong communication skills will directly contribute to the smooth operation of our supply chain and inventory management.

The Main Function of the Role

The Purchasing Administration Assistant will provide comprehensive administrative support to the purchasing department. Your primary responsibility will be to ensure the smooth and efficient operation of the Purchasing team by supporting supplier and customer communications, facilitating purchase order fulfilment, and contributing to an effective goods receipt process.

You will be key in maintaining purchase order & system maintenance, proactively resolving discrepancies, and facilitating smooth communication between suppliers, our warehouses, and internal departments.

Key Role Duties

You will be responsible for a diverse range of tasks, ensuring operational excellence across the purchasing function:

Supplier Liaison and Delivery Management

• Communicate effectively with our warehouses regarding supplier deliveries, promptly addressing and resolving issues such as damages, shortages, excess stock, and unbooked stock.
• Organise and manage supplier collections and accurately build CPOs (Consolidated Purchase Orders).
  
  

Inventory and Order Management

• Update Estimated Time of Arrival (ETA) information on inventory systems, utilising supplier backorder reports.
• Proactively chase suppliers for accurate ETA information and update purchase order records with revised dates, discontinued items, and quantity amendments.
• Resolve stock discrepancies by efficiently utilising Goods Received Note (GRN) inventory information and requesting Proof of Delivery (POD) from suppliers.
• Complete direct customer orders based on dispatch notifications, email requests, and supplier confirmations.
  
  

Financial and Administrative Support

• Provide crucial support to the Accounts Department by efficiently addressing invoice errors, credit issues, and queries.
• Manage the purchasing inbox, meticulously organising emails into relevant folders and forwarding requests to the appropriate team members.
  
  

Communication and Customer Service

• Serve as the first point of contact for the Customer Service, Trade, and Resolutions teams via phone and email, effectively addressing inquiries related to ETAs, product and price queries, stock errors, manufacturer details, and direct deliveries.
• Update buyers, the product team, and customers regarding discontinued items and items with long lead times.
• Raise delivery errors to suppliers and maintain the comprehensive delivery error report.
  
  

Skills And Experience Required

To succeed in this role, you will need to demonstrate the following essential skills and attributes:

• Proficient use of in-house systems (training will be provided, but a quick technical aptitude is essential).
• Excellent written and verbal communication skills, maintaining a professional and clear tone at all times.
• Strong organisational and time management abilities, with the capacity to manage your own workload effectively and prioritise tasks efficiently.
• Demonstrated ability to use initiative and work effectively without constant supervision.
• Proven ability to work to deadlines and under pressure while maintaining accuracy.
• Excellent literacy skills and attention to detail.
• Strong problem-solving abilities to quickly and effectively resolve supply and stock issues.
• Proven ability to build and maintain effective working relationships with both internal departments and external suppliers.