Purchasing and Operations Assistant

COMPANY OVERVIEW We strive for excellence. We work with integrity. We stay agile to customer needs. We are sustainable. We are fearless. These are the CRAFTEX brand principles that underly the success of our business and our identity in the facilities management soft services market. They drive our culture and collaborative approach to delivering solutions and give us a common purpose. We ALL collectively understand them, work towards them, and live by them every day. Our personality is confident and sturdy. We are a safe pair of hands. We are not risk takers. Solutions-focused. We will always find a way to add value. Reliable. We are doers, and do what we say we will. A safe pair of hands. Pragmatic. We are realistic and easy to work with. CRAFTEX - Total Cleaning Systems. We are the complete commercial cleaning system supporting facilities management professionals to win new and retain existing business. Our goal is to deliver concise, informative content without overcomplicating our offer. ONE SOURCE FOR EQUIPMENT - One partner for every soft services contract. We ensure the right product for the right job delivered at the right time. ‘ALWAYS ON’ SUPPORT - We are there when our clients are there. An ‘always on’, open-book asset management service to ensure they never miss a thing. Minimum downtime. Maximum efficiency. PLANET-AWARE SUSTAINABILITY - Changing the meaning of greenwashing. We don’t just tick the boxes for sustainable operations, we help our clients redefine them. FLEXIBLE SERVICE - Flexible to the demands of the job. With UK-wide service engineers and multiple service options available, we are always able to get the job done. As a partner of choice, CRAFTEX’s client-base has spans leading UK, European & Global facilities management companies: Mitie, EMCOR, Churchill, Carlisle, Excellerate, Sodexo, CBRE, ISS, ABM and OCS, to name but a few. We have ambitious plans for our future and as a valued member of our team we look to you to share in, and embody, our vision – to make our journey your journey. We’re invested in you, and dedicated to fostering a vibrant culture that develops your skills, nurtures your potential, and stimulates your professional growth for a lasting career with us. This job profile will not remain static as you will be empowered to map out your own trajectory and showcase your abilities to ensure you reach potential and thrive. ROLE OVERVIEW This role is for a highly motivated and detail-oriented Purchasing and Operations Assistant to join our operations team. It is a key support role focused on placing and managing purchase orders with suppliers, maintaining accurate data within our ERP system (Orderwise), and coordinating inbound transport to ensure smooth supply into our UK warehouse. Key Attributes: HUNGRY, HUMBLE & SMART KEY ACCOUNTABILITIES/RESPONSIBILITIES Purchase Order Processing: Create Purchase Orders (POs) in Craftex's ERP system (Orderwise), ensuring they align with the required specifications, quantities, and pricing. Issue POs to Suppliers, ensuring acknowledgment and confirming the lead times for product manufacturing and shipping. Follow up with suppliers to confirm lead times and delivery dates, ensuring these are accurately recorded in Orderwise. Monitor order status and escalate any delays or issues as required Orderwise System Administration: Manage the day-to-day admin of Orderwise, keeping supplier and product data accurate and up to date. Set up new suppliers and new products within the system. Ensure reorder quantities are set correctly and reviewed on an ongoing basis. Import and maintain supplier price increases, ensuring pricing in the system is always current. Shipping & Freight Bookings: Coordinate freight bookings with freight forwarding partners and suppliers to confirm bookings via road/ sea / air. Gather freight quotes. Collect shipping documents and ensure they are communicated to the right parties to allow for smooth export / import / delivery to warehouse. Track Shipment Status for all active shipments and ensure that products are moving as expected against schedule or escalate where there are delays / issues. 3PL Warehouse Coordination: Work closely with the UK 3PL warehouse to s upport the resolution of goods receipt errors, discrepancies, or missing goods, liaising with the warehouse and suppliers as needed. Receipt orders in the ERP system Collaboration & Cross-Functional Coordination: Collaborate with internal teams such as mobilisations and helpdesk teams to ensure smooth processing of purchase orders and shipments. Develop strong relationships with suppliers and freight forwarding partners to maintain close communication and ensure all orders are planned / executed effectively. Produce reports and notify teams around inbound supply so that they have full visibility of order status including any delays or issues. Documentation & Reporting: Maintain accurate records and ensure all key documents are recorded within the system for future reference. Assist the service team with supplier communications relating to technical support queries and warranty claims. Other: Support the management of ISO accreditations and certifications, ensuring documentation is current and audit-ready. Assist with other operations tasks as and when required. KEY SKILLS & EXPERIENCE Previous experience working with ERP systems, experience working with Orderwise desirable Experience working with 3PL warehouses or logistics partners desirable Strong communication skills Capable to work under pressure Excellent English-speaking skills Proficient in Microsoft Office (Excel, Powerpoint, Word) Previous experience in procurement / purchasing processes and import / export processes PERSON SPECIFICATION Technical Expertise · A relevant bachelor’s degree, or equivalent professional qualification. · A minimum of 3 years post qualified experience in a similar role, preferably within a start-up or scale up environment. OR · A minimum of 6 years recent experience in a similar role, preferably within a start-up or scale up environment. AND · Significant executive support experience · Proficient in the use of the MS Office suite · Experience within a fast-paced and high energy environment · An aptitude for executing business improvement initiatives. · Experience of troubleshooting problems and providing recommendations. · Ability to react with appropriate levels of urgency to situations and events that require quick response or turnaround. · Able to maintain a high level of integrity and discretion in handling confidential information. · Excellent judgment is essential. · Ability to switch gears at a moment’s notice. · Experience in a global business environment · Experience in a start-up environment. Special Aptitudes · High-impact communication skills with the ability to influence · Ability to nurture collaborative relations · Relentless focus on stakeholder needs and service excellence · Ability to work under pressure with a positive “can do” attitude. · Superb time management, analytical, decision-making, and problem-solving skills. · Proactive and agile work ethic Circumstances & Compensation Fluent in English (C2 or above) Must be eligible to work in UK time zone Location: Remote, work from home Compensation: 35,000 PHP per month Perks & Benefits: Work from home, Access to Craftex’s EapAssist Employee Program, Monthly Game Prize, 13th Month Pay, Annual Job Review and Contract Renewal Technology Setup In addition to the above, you must also have the appropriate technology system & software in place as below: Internet not lower than 50 MBPS Less than 3 year old Laptop or PC with at least Intel Core i3 processor and 4GB RAM (or equivalent) Noise cancellation headset & a webcam