Polydrain Civils
Sales & Purchasing Administrator
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The role at a glance
Location: West Bromwich HQ, West Midlands (office-based)
Contract: Full-time, 9-month fixed term, with the possibility of extension
Hours: Monday to Thursday, 8.00am to 4.00pm; Friday, 8.00am to 2.00pm
Reports to: Managing Director
About Polydrain
Polydrain is a family-run British manufacturer of water management products, based in West Bromwich. We make six product families: channel drainage, attenuation crates, inspection chambers, silt management, manhole covers and fabrications. Our customers are merchants, contractors and housebuilders across the UK and Ireland.
We've recently invested in a new 3-acre site and more than doubled our machines, from 13 to 27. Our injection moulding uses recycled material, and our quality management system is ISO 9001 certified.
The role
You'll run our sales orders and our purchasing: customer orders from receipt to delivery, and everything we buy, from raw material to haulage. You'll sit between customers, the sales team, production, suppliers and hauliers, and keep all of them informed.
Sales order processing
- Enter customer orders from email accurately on the day they arrive.
- Check orders against agreed customer pricing.
- Check account status before releasing an order, and refer any account on stop to accounts.
- Send order acknowledgements confirming products, quantities, prices, delivery date and address.
- Confirm stock with production and agree lead times for anything made to order.
- Track every order to delivery, chase proof of delivery, and tell customers about changes before they have to ask.
- Handle amendments, cancellations, returns and delivery queries, and log complaints under our ISO 9001 procedures.
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Purchasing
- Manage the stock inventory alongside the Production Manager and ensuring stock replenishment adequately supports the business needs.
- Raise purchase orders for raw material, bought-in components, packaging, consumables and services, against agreed prices or quotes.
- Work with the production supervisors to hold the right stock of materials and components.
- Get quotes, compare suppliers on price, lead time and quality, and negotiate within agreed limits.
- Chase suppliers for delivery dates, expedite late orders, and flag any risk to production early.
- Resolve shortages, damage and quality problems on goods received with the supplier.
- Keep supplier cost prices up to date in our systems.
- Maintain the approved supplier list and supplier records for ISO 9001.
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Systems, reporting and admin
- The job runs on our accounts, CRM and pricing systems.
- Keep customer, supplier and product records accurate across all of them.
- Report weekly on open orders, late deliveries and outstanding purchase orders.
- Help the wider team with general office admin when needed.
What you'll bring
Essential
- At least two years in sales order processing, purchasing or both, ideally in manufacturing or construction products.
- Experience processing orders in an accounts or ERP system.
- Confident with spreadsheets.
- A sharp eye for detail. You notice when a price, code or quantity looks wrong.
- Clear and firm on the phone and by email.
- Organised enough to run a busy order book and purchasing side by side.
Desirable
- Experience in construction products or with builders' merchants.
- Knowledge of haulage and site deliveries: offload requirements, delivery windows and pallet networks.
- Experience with Sage 50.
- Experience working within an ISO 9001 quality system.
What we offer
- 28 days' holiday, pro rata
- Workplace pension
- Full training on our products and systems
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