Operations Exec (Order Process, Invoice, Warehouse liaison, Stock)
Operations Exec (Order Process, Invoice, Warehouse Liaison, Stock, Ecommerce)
Start ASAP, only looking to interview maximum 2-3 candidates w/c 21 September onwards.
Working exclusively on this particular vacancy with client who I have known for 8 years, an established, highly successful and friendly international retailer to the main high street and online for over 35 years supplying to over 60 countries and with offices in America, UK (European HQ), South America and Asia and subsidiary of major corporation.
Responsibilities: cover all aspects of order processing, billing & invoicing of customers, warehouse liaison and stock control.
This post is to cover maternity leave, but could be scope for further permanent and full-time career opportunities based on previous similar positions and continued company growth and increased workloads.
Salary: c. 23-26k pro rata and bonus, pension, healthcare, 25 days holiday allowance + Bank Holidays etc.
Working pattern - Monday to Thursday 4 days / 30 hours per week, but could be flexible for right person.
Location: North West Leeds Area
Main Job Duties:
Work with Operations Manager to process orders received from UK and export customers.
Communicate with all relevant third parties, customers and employees to ensure that agreed delivery requirements / times are met and all supporting documentation is supplied.
Liaise with customers by either e-mail or phone if there are any discrepancies with orders.
Ensure all relevant spreadsheets and systems are updated with customer order details.
Use advanced knowledge of Microsoft Office & IT systems to look at ways of streamlining the order operations process to develop ways of saving both time and company resource.
Billing & Invoicing:
Ensure that orders are invoiced in a timely manner once goods out confirmation is received from the warehouse or customer.
Organise physical delivery of invoices to all customers not using either Electronic Data Interchange (EDI) or Web Portals.
Invoice all customers using EDI and Web Portals once the goods have been received at the requested delivery point.
Liaise with Finance team highlight any pricing anomalies and ensure the correct discounts are applied where applicable.
Warehouse Liaison and Stock Control:
Liaise regularly with the UK’s main third-party to ensure that:
stock is available to supply any sales orders received;
any goods received are checked against what was ordered, accurately receipted into stock and that backing information is provided in a timely manner;
all orders are dispatched or collected as requested;
delivery issues or shortage claims are promptly investigated and remedial action (e.g. the collection of goods) is undertaken when goods are delivered incorrectly;
Proof of Delivery (POD) information is available for all dispatches / collections;
Warehouse inventory records are maintained accurately and in a timely manner;
Weekly Tracker document is updated when Goods In receipt reports and month-end stock reports are received from the warehouse;
regular stock takes are performed - both by way of local 'cycle checks’ as well as at least two full physical counts each year in conjunction with staff;
records of stock damage and returns are kept and that their underlying causes are investigated in order to reduce / minimise repetition of issues;
stock levels are monitored to identify any obsolete or slow-moving lines that need to be addressed;
month/year-end issues highlighted by company (e.g. discrepancies found between physical and book stock) are investigated and alleviated;
costs are efficiently managed;
contractual agreements are adhered to.
Freight & Distribution:
Liaise with all haulage companies (both UK and overseas) and freight forwardersto ensure that goods are delivered as requested by customers.
Support the Operations Manager with the investigation and resolution of any customer complaints regarding delivery issues that may arise.
Liaise with freight forwarders regarding any inbound freight from suppliers to ensure that agreed delivery dates are met and that all supporting documentation is provided.
Knowledge of Microsoft Office Suite, particularly Excel.
Accuracy and attention to detail.
Demonstration of integrity and ethical standards.
Superior organisational skills.
Able to work independently with some direction.
Effective listening and good telephone skills.
Capable of following written instructions and documented procedures.
Problem-solving and analytical ability.
Manages time effectively and adapts quickly to changing priorities.
Able to handle difficult suppliers with diplomacy and tact.
Able to multi-task.
High learning agility, enquiring mind and ability to deal with ambiguity required.
Any understanding of eCommerce advantageous only.
- Order Processing
- Stock Control
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