Operations and Purchasing Assistant

2 weeks ago

Ilford, Greater London, United Kingdom Thomas Lyte Full time

About Thomas Lyte:

We are a luxury brand and gold and silversmiths to The Late Queen Elizabeth II. Our team combines the latest technologies with centuries of knowledge to create stunning designs, superb craftsmanship, and incomparable service.

We are responsible for designing, making, and restoring some of sports most iconic trophies. Our team of master craftspeople are bespoke gold and silver specialists and among the most talented artisans and metalworkers in the world.

We are looking for an Operations and Purchasing Assistant to play a crucial role in ensuring the smooth and efficient functioning of day-to-day operations within the organisation. This position involves assisting with administrative tasks, managing facilities, coordinating schedules, and providing support to the workshop and purchasing departments.

Key Responsibilities:

  • Provide administrative assistance to both the Operations Manager and the Purchasing Manager
  • Ensure deadlines are met and milestones tracked effectively
  • Serve as a central point of contact for project-related enquiries, in both the Operations and Purchasing departments.
  • Create and maintain production files
  • Identify opportunities to streamline workflows, enhance efficiency, optimise resource utilisation, and improve current documentation systems.
  • Participate in post-project reviews to capture lessons learned and incorporate feedback into future projects
  • Ordering workshop consumables, as well as project-related items
  • Chair weekly packing schedule meetings if required
  • Entering timesheets and chasing as needed
  • Taking an active part in weekly workshop team meetings and attend key meetings relating to production, to report back to the wider team.
  • Actively contributing new ideas to the dynamic environment and working closely with staff throughout the company
  • Perform Monthly Board checks at the start of each month to ensure all SOPs on the monthly board have been circulated and are on the Production Report
  • Responsible for administering and/or revising Purchase Orders for approval by Purchasing Manager on a timely basis
  • Key involvement in tracking orders and liaising with suppliers on order progress to delivery
  • Manage indirect suppliers such as packaging and to liaise with Purchasing Manager on updates
  • Run Outstanding Purchase Order Report each week to identify orders that are late, those that have issues, and orders that are expected in the coming week that should be chased
  • Provide key reports on Outstanding Purchase Orders, Order Progress, and QC issues to Purchasing Manager for company meetings
  • Updating the Purchasing Manager of any delays or issues with suppliers/product
  • Ensure packaging is suitably stocked and place replenishment Packaging Order with agreement on cost from Purchasing Manager
  • Maintain good working supplier relationships and update the Purchasing Manager of any delays/issues with suppliers/product
  • Provide support in ordering items for active sales orders
  • Ensure packaging is suitably stocked, ordering when required
  • Verify invoices against purchase orders and resolve any discrepancies with accounts payable
  • Run stock shortfall report monthly and identify any shortfalls
  • Provide general procurement support during periods of holiday and sickness
  • To assist category buying and placing orders for projects such as medals and corporate
  • To administer the submission of Carbon Footprint information to Planet Mark and to ensure the data is compiled and uploaded in a timely manner, liaising with the Purchasing Manager
  • To support with the buying and placing orders for projects, as required
  • Support Operations Manager with ISO9001

Requirements:

Successful applicants will be required to provide evidence of their right to work documentation in the UK. Subject to background screening, including references, CV check, and a post-employment fitness questionnaire.

Location:

This role will be based at our workshop in Hainault, East London (IG6).

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