Customer Service and Purchasing Coordinator

3 weeks ago

Chesterfield, United Kingdom Evac Group Full time

Cathelco is part of Evac group, and we are the world’s leading provider of integrated water and waste management systems, as well as corrosion-protection systems, for the marine, offshore, and building industries. Our cutting-edge solutions and services have been helping leading global players in these industries to significantly reduce their environmental footprint for more than 40 years. With offices in 14 countries across four continents and representatives in more than 70 countries, we pride ourselves on being close to our customers wherever in the world they are located._

**Key responsibilities**

To support the customer service team on a day to day basis, and also provide support to the purchasing team on an ad hoc basis.
- Provide the dedicated point of contact for customer and provide an excellent customer experience.
- Coordinating the customer order from order entry to invoicing. Ensuring on time-delivery as per first promise to customer and timely invoicing
- Collaborating efficiently with all relevant internal and external parties.
- Arrange transportation and/or the collection of goods from Evac premises and to ensure all the necessary documentation is available to accompany the goods.

Provide internal customers with timely purchasing activity and clear communication

**Key requirements**

Customer Service Duties
- Ensuring a good customer experience and satisfaction from order confirmation to delivery and invoicing. Being the dedicated point of contact to the customer throughout the order processing cycle
- Ensuring that the first promise to customer is aligned with material availability (including own assembly) and set targets.
- Ensuring data accuracy and completeness for all transactions which includes delivery details, contact information, payment method, letters of credit, transportation mode, incoterms, delivery notes and invoice documentation.
- Ensuring delivery and invoicing the customer.
- Ensuring On Time Delivery to meet customer requirements. Keeping the Customer informed of any delays & progress of order
- Releasing orders into production
- Performance reporting as defined my group management
- Transactional sanctions controls on customer orders based on group guidelines

Purchasing Duties
- To Purchase goods and services, goods inwards and stockholding functions within the financial constraints and targets agreed in a professional and effective way for Cathelco and its subsidiary companies.
- Be familiar with the product range the company has, what the products purpose is, what family of products are required in a BOM and where they are stored in the warehouse. Physically inspect stock holdings twice a week or when required.
- Before placing any order, especially those for items predominantly going into systems, review SAP for expected usage.
- When manual stock sheet information is received, compare against SAP, look at usage and previous order history, use own knowledge from physical inspection and question anything which looks to be inaccurate
- Communicate with sales department over trends / unusual spikes to see if these are likely to continue. Build a dialogue with sales so as to receive advance warning of unusual orders
- Comply with relevant authorisation levels ie Any order over £10k requires Financial Director approval
- Review Stock Holdings
- Continuously review stock levels to ensure that stock is available for production whilst ensuring excessive levels are avoided. Agree levels with Manager then set and review minimum and maximum stock levels

General
- Escalating any issues within department to Manager and/or relevant department
- Other tasks defined by operational management

**Required Skills and Experience**
- Customer service, office administration and purchasing experience is essential
- Previous experience of working within despatch and knowledge of working with freight forwarders or couriers is desirable
- High level of attention to detail and ability to manage workload effectively is essential
- Strong time management and organisational skills are a must
- Important qualities include integrity, accountability, empathy, humility, resilience, vision, influence and positivity.
- Ability to work well with others in a team and build relationships with third parties is essential
- Experience in using ERP/MRP (SAP Business One desirable)
- Basic use of Microsoft Office tools particularly Outlook, Excel, Word, and PowerPoint
- Able to use Microsoft Office products listed to present reports to Solid Line Manager
- To be open to any training to improve your standard of work is essential
- Excellent communication skills (for dealing with customers, overseas offices and internal departments, such as Production, Sales, Purchasing, Credit Control & Technical)
- Ability to demonstrate excellent time management skills
- Great work ethic
- ‘Can do’ attitude.

**Qualifications sought but not mandatory**
- GCSEs in Maths, English, Science Grades C or above.
- ITOPS

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