Administration and Supply Chain Specialist Ireland and UK

at  Particle Measuring Systems

Do you want to be part of a business that genuinely values entrepreneurialism, innovation and individual accountability? We focus on our customers and are proud of the difference our technology makes. We partner with some of the biggest manufacturing companies in the world and our technical innovations are used to enhance well-known brands across multiple industries.
Particle Measuring Systems (PMS) specializes in viable and nonviable particle counters and particle counting solutions that measure and monitor contamination levels in clean and controlled environments. Since 1972, our knowledgeable and experienced team has been developing innovative technologies to advance the cleanroom monitoring industry. Led by our technology which provides accurate and reliable results and information for our clients, Particle Measuring Systems is one of the world’s leading companies and manufacturers for particle counting instruments, and molecular and microbial monitoring.
We are seeking candidates for the position of:
Administration and Supply Chain Specialist – Sandyford Dublin
To perform this job successfully, an individual must be able to perform each essential job duty.

Essential job functions and duties include, but are not limited to:

• Management of customer orders (creation, shipment, documents preparation)
• Perform export screening where necessary.
• Tracks product/order status and prioritizes orders to business needs.
• Tracks deviations.
• Creates suppliers and customers master data forms following our processes.
• Creates PO and follows up on PO (internal approval, supplier acknowledgement).
• Monitor the status of incoming material shortages, solve receiving discrepancies, invoicing issues and supplier corrective action plans.
• Receiving and checking deliveries and coordinate with couriers to ensure the correct amount and type of stock is delivered.
• Heeding notes about appropriate procedures for handling stock.
• Works with Finance to ensure proper credit and financial management:
• Create Customer invoices.
• Manage Credit notes requests.
• Supplier invoices booking.
• Perform regular monthly accounting creating and posting of accounts receivables, accounts payables and general ledgers.
• Supplier/Customer statements reconciliation.
• Credit collection process.
• Control and processing of the various travel expenses reports.
• Preparation and support for VAT declaration.
• Preparing monthly SignOff reconciliation.
• Prepare reports and comments upon request.

In addition:

• Act as liaison between the local office and other departments as well as between us and the customers.
• Works with Quality to ensure proper on-going vendor management.
• Act as liaison between our payroll office and the employees.
• Fairs and trade preparation when needed.
• Performs related duties as assigned.
• Work to maximize processes within the ERP system.
• Continuous improvement and knowledge management.

REQUIREMENTS

The appropriate knowledge, skills and abilities required for this position are achievable through the following combination of education, work experience and training:

• Bachelor’s degree or equivalent combination of education and experience.
• 3+ years of sourcing/purchasing experience/admin/accounting/back office/trade compliance experience.
• Experience in working on a daily basis with UK entities would be a plus
• Self-motivated, goal-oriented and able to handle multiple projects in a fast pace environment.
• Be proficient in Microsoft Office & Outlook; ERP experience preferred.
• Excellent communication, organizational, planning, problem-solving and follow-up skills.
• Ability to work effectively as a team player in a diverse work group.
• Ability to meet deadlines and work under time constraints.
• Capability to gather/consolidate information from multiple sources in a timely manner.

• Management of customer orders (creation, shipment, documents preparation)
• Perform export screening where necessary.
• Tracks product/order status and prioritizes orders to business needs.
• Tracks deviations.
• Creates suppliers and customers master data forms following our processes.
• Creates PO and follows up on PO (internal approval, supplier acknowledgement).
• Monitor the status of incoming material shortages, solve receiving discrepancies, invoicing issues and supplier corrective action plans.
• Receiving and checking deliveries and coordinate with couriers to ensure the correct amount and type of stock is delivered.
• Heeding notes about appropriate procedures for handling stock.
• Works with Finance to ensure proper credit and financial management:
• Create Customer invoices.
• Manage Credit notes requests.
• Supplier invoices booking.
• Perform regular monthly accounting creating and posting of accounts receivables, accounts payables and general ledgers.
• Supplier/Customer statements reconciliation.
• Credit collection process.
• Control and processing of the various travel expenses reports.
• Preparation and support for VAT declaration.
• Preparing monthly SignOff reconciliation.
• Prepare reports and comments upon request