Administrator - Sales & Supply Chain
Overview:
Gardasoft Vision Limited is seeking to recruit a Supply Chain & General Sales Administrator to join the team at our Swavesey/Cambridge site.
Established since 1999 & having recently joined CCS Group Europe which is a subsidiary of the OPTEX Group, Japan. Gardasoft is a market leader in the Machine Vision market, designing and manufacturing high performance LED Controllers, timing controllers and liquid lens controllers.
As the Supply Chain & General Sales Administrator you will provide administrative and operational support to both the supply chain and sales functions. The role ensures efficient order processing, accurate data management, and smooth coordination between internal teams, suppliers, and customers.
KEY TASKS OF THE JOB
Supply Chain:
* Prepare documentation and invoices for product shipping & dispatch, including export documentation
* Pick and Pack Products, Shipping of products
* Liaise with couriers (online portals)
* Organize quote for purchased items.
* Raise Purchase Orders and other Supply Chain documentation
* Raising paperwork for production jobs, kitting jobs, issuing materials and dealing with returns to stores, stock shortages as required
* Assist with inventory stocktaking and cycle counting, stock reconciliation, and reporting
* Liaise with suppliers regarding order status, lead times, and delivery schedules
* Provide cover for Supply Chain Manager during absence
* Sales Order tracking folders created and maintained
* Raising incoming sales orders in line with customer demand
* Act as a point of contact for customer queries related to orders and deliveries
* Answer the incoming calls, take messages or transfer to relevant colleagues
* Carry out general administrative duties as required to support business operations
* Other tasks assigned by line manager or/and HRIC Senior Manager (if required)
General & Sales Administration:
* Entering new sales orders onto the ERP system and sending out acknowledgements.
* Advise customers on shipping date(s) and product availability.
* Weekly Sales report as required
* Process RMA (Return Merchandise Authorization) shipments to customers
* Loan Stock Administration
* Annual audit/signed courier invoices (Weekly Activity) as required
* Customs Clearance
* Raising Credit Notes
* Monitoring and updating customer required documentation
KEY SKILLS/EXPERIENCE REQUIRED
Essential:
- Previous experience in supply chain, sales or operations
- Strong organizational and time management skills
- High level of accuracy and attention to detail in all written communication
- Experience and knowledge of international shipping documentation
- Ability to learn specific software programs within the business for Sales processing
- Excellent organisational and administration skills
- The flexibility to adapt to the needs of a fast growing company
- Process experience and experience of working within an ISO 9001 Quality Management System environment would be an advantage
- Ability to lift boxes up to 20kgs is essential
- Good communication skills, both written and verbal
- Competent in Microsoft Office (Excel, Word, Outlook)
- Ability to work independently and as part of a team
Desirable:
- Experience in ERP or order management system
- Knowledge of supply chain or sales processes
- Experience in working in a fast-paced environment
COMPANY BENEFITS
- Permanent full time position with long-established hi-tech company
- Onsite parking
- 25 days annual leave plus bank holidays
- Pension scheme – Maximum Cap 10%
- Private Health care including dental, optical and Medicash plan.
- Life Assurance (4 x salary compensation)
- Annual Performance Review
- Flexible working hours (Total: 37.5 hours per week Mon-Friday)
- Friendly working environment