Careers at GDS Instruments

Due to continued growth there are three vacancies at GDS. The roles available are Sales Administrator, Purchasing Administrator and Finance Manager - P/T (20hrs per week) 12 month maternity contract


Job Title: Sales Administrator (Full Time)


Purpose of the role:

The main focus of the role will be to support the Account Managers and Sales Team with the day-today activities within a busy Sales Department.   Responsibilities include processing customer orders, following orders through the production process, keeping the customer informed to point of invoice and shipment.


Key Areas of Responsibility

  • Responding to customer enquiries in a timely and professional manner by preparing quotations, processing of orders and order progression using the current procedures and policies in place, whilst keeping the customer informed of the status of their order.
  • Provide day to day support to the sales team, internal departments and customers to ensure customer expectations are met.
  • Follow up with customers to make sure they are satisfied with a particular system/product purchased.
  • Answer phone calls from customers and colleagues and deal with enquiries as they arise.
  • Maintain accurate sales records by creating new sales opportunities together with setting timely follow ups using Sage CRM database.
  • Follow up sales enquiries / leads from marketing activities such as exhibitions.
  • Maintain and build customer / agent relationships.
  • Provide agents with assistance when quoting, communicating extended sales information, delivery times and all aspects of order progression.
  • Liaise with the technical support team to identify customer requirements and provide knowledgeable responses in a timely manner using the tools available.
  • Ensure that all enquires received are correctly dealt with by the appropriate person, in a timely manner.
  • Coordinate with the customer and Sales Team Leader to organise on-site training and installations.
  • Generate various weekly/monthly reports in line with management requirements when necessary.
  • Cover the Shipping Administrator role when required (training will be given) to arrange despatch and shipping of orders that are your responsibility.

Knowledge, Skills, Qualifications and Experience:

  • Excellent written and verbal communication skills.
  • Good keyboard skills and proficient in the use of Microsoft office.
  • Experience of Sage 200 and Sage CRM would be beneficial but is not essential. 
  • Must have the ability to multitask proficiently and work well under pressure. 
  • Must be conscientious and well organised with the ability to adapt to change.
  • High attention to detail and ability to achieve high levels of accuracy.
  • Capable of working with minimum supervision.
  • Previous experience within a sales environment is beneficial.
  • Previous experience within an administration / co-ordination role is desired.
  • Previous customer service/facing role would be an advantage.

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Job Title: Purchasing Administrator (Full Time)


Purpose of the role:

This is a central role in supporting the Operations Director and Senior Buyer with the day-to-day duties of a busy Purchasing Department. Your primary role will be the on-time delivery focused purchase & expediting of materials, services and equipment for the whole company to required planned dates. The role is varied and requires the appointed person to be organised, methodical, keen to handle multiple tasks and flexible in their approach to work.


Key Areas of Responsibility

  • Purchase materials, parts, and equipment in a timely and cost effective manner to ensure company exceeds our on-time-delivery target of 85%.
  • Prepare purchase requisitions, approve and issue purchase orders to suppliers.
  • Expedite & order materials and services as per negotiated and appropriately approved quotations to ensure on-time delivery achieved to planned dates.
  • Work closely and communicate clearly with appropriate department managers in purchasing for and maintaining the production plan – emphasis on the on-time-delivery to planned dates.
  • Ensure stock levels are efficiently maintained in line with the MRP, production, customer delivery programmes and forecasted planned requirements.
  • Build and develop relationships with key suppliers and work on ways to improve their on-time-delivery whilst reducing their lead-times and quality non-conformances.
  • Identify, research and introduce new suppliers as required across product range.
  • Participate in the development and implementation of purchasing strategies for our products – implement call-off orders, agree pricing breaks and supplier stock holding.
  • Liaise with the appropriate department managers to identify, separate & control non-conforming materials, including supporting documentation
  • Maintain accurate procurement files both within ERP system and company servers.
  • Reconcile warehouse receipts with purchase orders and invoices when requested.


Knowledge, Skills, Qualifications and Experience:

  • At least two years’ experience within a purchasing environment – ideally with Electronics or Machined parts buying experience.
  • Experience of Sage 200 would be beneficial but is not essential.
  • Excellent written and verbal communication skills.
  • Good keyboard skills and proficient in the use of Microsoft office.
  • Must be conscientious and well organised with the ability to adapt to changes.
  • Have good interpersonal and team working skills.
  • Must have the ability to multitask proficiently.
  • High attention to detail and ability to achieve high levels of accuracy.
  • Capable of working with minimum supervision.


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Job Title: Finance Manager - P/T (20hrs per week) 12 month maternity contract


Purpose of the role:

As the Finance Manager you will be responsible for the hands on management of day-to-day accounting, combined with a strong input into the more strategic aspects of the development of the finance function. The role requires a large degree of autonomous working and requires someone who commercially minded and technically able to cover most of the role without supervision on a day to day basis.


Key Areas of Responsibility

  • Management of the day-to-day accounting function and accounts assistant.
  • Month end journal entries and accounting records in compliance with UK GAAP.
  • Management of the MTD VAT return.
  • Responsible for the preparation of reports and analysis on a weekly and monthly basis.
  • Manage the accruals and pre-payments process.
  • Preparation of monthly company accounts and associated reporting packs.
  • Present and discuss the monthly results with the Senior Management Team.
  • Review and explain margin analysis across the company’s products.
  • Provide budgeting, forecasting and cash-flow analysis.
  • Preparation and presentation of year end statutory accounts.
  • Preparation of annual financial statements as required.
  • Preparation of annual R&D claim.
  • Management of year end audit process and auditor relationships.
  • Continual improvement and development of the management reporting process and finance function.
  • Management of the company’s monthly payroll process.
  • Ad-hoc project work as deemed necessary by the business.

Knowledge, Skills, Qualifications and Experience:

  • Fully qualified or soon-to-be-qualified ACA/ACCA/CIMA.
  • Ability to complete tasks within tight deadlines.
  • Prior experience within the manufacturing industry would be an advantage.
  • Strong / Advanced excel skills.
  • Previous experience of SAGE 200 ERP and MRP would be an advantage.
  • Excellent verbal, written and presentation communication skills.
  • Have a high level of initiative and ability to work independently.
  • Excellent organisational skills.
  • Excellent attention to detail.
  • Excellent time management.
  • Ability to work well under pressure.