Purchasing & Shipping Administrator

Dorchester Search & Selection; Stoke-on-Trent; On-site; GBP 22,000 - 30,000; Full time

Benefits offered by this job

Company pension

Free parking

On-site parking

Job summary

Dorchester Search & Selection seeks a highly organised Purchasing and Shipping Administrator to support our client’s purchasing, logistics and operations in Stoke-on-Trent.

You will manage purchase orders, liaise with suppliers, coordinate shipments and assist with stock control. The role requires accuracy, proactive communication and teamwork across departments.

Qualifications

• Experience in purchasing, shipping, logistics or similar administrative roles.
• Strong organisational skills with the ability to manage several priorities.
• High attention to detail and accurate record keeping.
• Confident written and verbal communication with suppliers and customers.
• Professional and helpful approach when dealing with external parties.
• Proficient in Microsoft Office (Excel, Word, Outlook).

Responsibilities

• Raise and process purchase orders accurately and promptly.
• Obtain quotations and assist with price, lead-time and terms comparisons.
• Monitor outstanding orders and pursue on-time delivery with suppliers.
• Maintain supplier, pricing and purchasing records.
• Coordinate UK and international shipments and prepare shipping documents.

Skills

Organisational skills

Multitasking

Communication skills

Problem solving

Attention to detail

Microsoft Office (Excel/Outlook/Word)

Education

Business administration / logistics qualifications

Tools

ERP/MRP software

Purchasing systems

Job description

We are looking for an organised, proactive Purchasing and Shipping Administrator to support our purchasing, logistics, and wider operational activities.

The Company

Develops and manufactures high-performance materials for demanding engineering applications. Based in Stoke-on-Trent, we supply innovative material solutions to customers operating in sectors including aerospace, semiconductor manufacturing and industrial engineering.

The Role

The Purchasing and Shipping Administrator will help ensure materials, products, and services are purchased efficiently, and customer orders are dispatched accurately and on time.

This varied role involves supplier liaison, purchase order administration, shipping documentation, stock coordination and general administrative support. The successful candidate will work closely with suppliers, customers, production colleagues, freight providers and other departments across the business.

Purchasing Key Responsibilities

• Raise and process purchase orders accurately and promptly.
• Obtain quotations and assist with comparing supplier prices, lead times and commercial terms.
• Monitor outstanding purchase orders and follow up with suppliers to ensure on-time delivery.
• Maintain accurate supplier, pricing and purchasing records.
• Liaise with suppliers regarding availability, delivery schedules, shortages and discrepancies.
• Work with production and other departments to help ensure materials and services are available when required.
• Assist with supplier performance monitoring and the resolution of quality, invoice or delivery issues.
• Support stock checks and inventory control activities as required.
• Match purchase orders against delivery documentation and supplier invoices.
• Identify opportunities to improve purchasing processes and administrative efficiency.

Shipping and Logistics Key Responsibilities

• Coordinate UK and international shipments with customers, couriers and freight forwarders.
• Prepare accurate shipping documents, including commercial invoices, packing lists and courier documentation.
• Support the preparation of customs and export documentation where required.
• Ensure shipments are correctly packaged, labelled and accompanied by the appropriate paperwork.
• Book collections and deliveries, monitor shipments and communicate tracking information.
• Liaise with customers and internal colleagues regarding dispatch dates and delivery requirements.
• Maintain accurate shipping, delivery and proof-of-delivery records.
• Help investigate and resolve delayed, damaged or incomplete deliveries.
• Ensure purchasing and shipping activities follow company procedures and applicable regulatory requirements.

General Administration

• Maintain accurate records within the company’s purchasing, stock and order-processing systems.
• Respond professionally to supplier, customer and internal enquiries.
• Produce purchasing, stock and shipping reports when required.
• Support the preparation and maintenance of procedures, forms and departmental records.
• Assist colleagues with other administrative and operational duties as reasonably required.
• Contribute to the company’s quality, health and safety, environmental and continuous-improvement objectives.

Essential Skills and Experience

• Previous experience in purchasing, shipping, logistics, order processing or a similar administrative role.
• Strong organisational skills and the ability to manage several priorities.
• High attention to detail and a commitment to maintaining accurate records.
• Confident written and verbal communication skills.
• A professional and helpful approach when dealing with suppliers, customers and colleagues.
• Good working knowledge of Microsoft Office, particularly Excel, Word and Outlook.
• Ability to work independently while contributing effectively as part of a small team.
• A practical, proactive approach to solving problems and following up outstanding actions.

Desirable Skills and Experience

• Experience working within a manufacturing or engineering environment.
• Experience with ERP, MRP, stock-control or purchasing software.
• Knowledge of international shipping, customs processes and export documentation.
• An understanding of Incoterms, commodity codes and country-of-origin requirements.
• Experience working within an ISO 9001 quality-management environment.
• Relevant qualifications in business administration, purchasing, supply chain or logistics.

Personal Qualities the successful candidate will be:

• Reliable, methodical and well organised.
• Accurate and attentive to detail.
• Comfortable working to deadlines in a busy environment.
• Confident communicating with people at all levels.
• Willing to take ownership of tasks and see them through to completion.
• Flexible and ready to support the changing needs of a growing business.
• Commercially aware and committed to providing excellent service.

What We Offer

A varied and responsible position within a specialist UK manufacturing business.

The opportunity to work with customers and suppliers in international, high-technology industries.

Training and opportunities for professional development.

33 days' holiday entitlement

Company pension arrangements

Benefits:

• Company pension
• Free parking
• On-site parking