Purchasing and Shipping Administrator (FTC)

Surface Measurement Systems is a leading player in cutting-edge scientific research, specialising in innovative instruments and techniques. Our commitment to pioneering advancements in highly specialised areas of scientific exploration positions us as a key collaborator with prominent companies and academic institutions. We focus on providing groundbreaking technology and unique solutions that address critical global challenges, ranging from sustainable energy and healthcare to climate change and space exploration.

Our clientele spans diverse industries, including pharmaceuticals, food and beverage, petrochemicals, and materials science. Surface Measurement Systems' products find applications in crucial areas such as drug development, food quality control, and materials testing.

As a Purchasing and Shipping Administrator at Surface Measurement Systems, you will play a vital role in supporting our procurement and logistics operations. You will be responsible for managing purchasing activities, coordinating shipments, and ensuring the smooth flow of materials and products to our customers. This role requires strong organisational skills, attention to detail, and familiarity with Customer Relationship Management (CRM) systems. The role is a one year fixed term contract to cover maternity leave.

• Purchasing: Assist in the procurement process by sourcing and purchasing materials, supplies, and equipment as needed. Coordinate with suppliers to obtain quotes, negotiate pricing, and ensure timely delivery of purchased items. Maintain accurate records of purchase orders, invoices, and receipts in the CRM system. Monitor inventory levels and collaborate with the Operations Manager to optimize stock levels and minimise shortages.
• Shipping and Logistics: Coordinate outbound shipments of products to customers, ensuring accurate and timely delivery. Prepare shipping documentation, including packing lists, bills of lading, and customs paperwork as required. Arrange transportation services and liaise with freight carriers to schedule pickups and deliveries. Track shipment statuses and provide updates to customers as needed, resolving any issues or delays that may arise.
• CRM Management: Utilise the CRM system to manage customer information, orders, and communication effectively. Input and maintain accurate records of customer interactions, inquiries, and order details in the CRM database. Generate reports and analyses from CRM data to support decision‑making and business planning initiatives. Collaborate with sales and customer service teams to ensure a seamless customer experience and timely order fulfillment.
• Communication and Collaboration: Communicate within internal departments to coordinate purchasing and shipping activities. Collaborate with cross‑functional teams to address customer inquiries, resolve issues, and improve processes. Foster positive relationships with suppliers, freight carriers, and other external partners to facilitate smooth operations. Support other departments with administrative tasks as and when required.

• GCSEs (or equivalent) in Maths and English required; additional education or certifications in business administration or logistics is a plus.
• Previous experience in purchasing, shipping, administrative or finance roles preferred.
• Familiarity with Customer Relationship Management (CRM) software systems is advantageous.
• Strong organisational skills and attention to detail.
• Effective communication and interpersonal skills.
• Ability to multitask, prioritise, and work effectively in a fast‑paced environment.
• Basic knowledge of import/export regulations and international shipping procedures is desirable.