Operations & Purchasing Coordinator

Job Summary

The Operations & Purchasing Support role forms a critical link between engineering, suppliers, logistics partners, and internal departments. This position ensures that procurement, stock movement, logistics coordination, and operational administration are executed accurately, consistently, and on time—directly supporting the efficiency and reliability of Ardorvis' field service operations.

The successful candidate will manage the full purchasing cycle, coordinate imports and exports, support stock control processes, communicate with suppliers and engineers, and maintain the documentation and systems that underpin day-to-day operational performance.

As Ardorvis transitions to Microsoft Business Central, this role will also help shape future workflows, ensuring our purchasing, logistics, and inventory processes are well-structured and aligned with business growth. This is a hands-on, detail-focused operations role requiring strong organisation, communication, and problem-solving skills.

This position is essential to maintaining continuity in operational delivery and ensuring engineers have the correct parts, equipment, and information to carry out work safely and efficiently.

Duties

• Purchasing & Supplier Management
• Manage end-to-end procurement for parts, consumables, tools, PPE, and subcontracted services.

Stock & Inventory Coordination

• Support the Stores function in maintaining accurate inventory records.
• Assist with forecasting high-usage stock items and maintaining minimum stock levels.
• Track tool, equipment, and calibration schedules, ensuring renewals are completed on time.
• Ensure accurate reconciliation between physical stock and system records.

Logistics & Import/Export

• Prepare commercial invoices, export declarations, commodity codes, packing lists, and import compliance documentation.
• Arrange UK and international shipping with couriers and freight partners.
• Track shipments, resolve delivery issues, and provide status updates to internal teams.
• Maintain clean and accurate records of all import/export and logistics paperwork.

Operational Coordination

• Act as the central point of coordination between engineering, operations, accounts, stores, and suppliers.
• Provide engineers with timely updates on part availability, delivery ETAs, collections, and calibration schedules.
• Support operational scheduling by ensuring all material, documentation, and logistics elements are aligned before work starts.
• Prepare job packs, delivery notes, return documentation, and ensure all supporting paperwork is correctly filed.

Systems & Administration

• Maintain accurate data within systems (including Business Central) for POs, suppliers, items, delivery dates, and logistics information.
• Assist with reporting on stock levels, purchasing activity, supplier performance, and internal KPIs.
• Support internal audits, quality checks, and document control processes.
• Identify and support automation opportunities within purchasing, logistics, and inventory workflows.

Continuous Improvement & Team Support

• Contribute to process improvement initiatives across purchasing, stock control, and logistics.
• Share best practices and support the development of standard operating procedures as Ardorvis grows.
• Work closely with the Operations Manager to improve operational efficiency and reduce bottlenecks.
• Support engineers and customers with timely, accurate information to enable seamless job progression.
• Raise and manage purchase orders, ensuring pricing accuracy, lead times, currency details, and supplier terms are correct.
• Source new suppliers, obtain competitive quotations, and support cost optimisation initiatives.
• Monitor open orders, expedite where required, and proactively resolve delivery issues, delays, or discrepancies.
• Manage returns, warranty claims, credit notes, and supplier aftercare.
• Maintain accurate supplier records and purchasing documentation.

Experience

• Proven experience in operations administration, purchasing, logistics coordination, or a similar role in an engineering, industrial, or renewable energy environment.
• Solid understanding of procurement processes (RFQs, PO management, price checks, lead times).
• Familiarity with import/export requirements including commercial invoices, packing lists, Incoterms, commodity codes, and customs declarations (preferred).
• Experience with operational or finance systems such as Microsoft Dynamics/Business Central (desirable).
• Strong Excel capability (lookups, filtering, data validation, stock lists).
• Good understanding of job sheets, service orders, delivery notes, and equipment lists.
• Excellent communication and organisational skills with the ability to handle competing priorities.
• Experience in a customer-facing or supplier-facing administrative role is an advantage.
• Demonstrated capability to work within structured processes while supporting continuous improvement.

Job Type: Full-time

Pay: £30,000.00-£35,000.00 per year

Benefits:

• Bereavement leave
• Casual dress
• Company pension
• Flexitime
• Free parking
• On-site parking
• Private dental insurance
• Private medical insurance
• Sick pay

Work Location: In person