Purchasing & Admin Coordinator

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Date: Jun 24, 2025

Location: Limerick, Ireland, IE, V45 RH74

Company: Actylis

Actylis is a global solutions provider with over 75 years of experience, specializing in streamlining the management of critical ingredients and raw materials for our business partners.

 

We offer both sourcing and manufacturing solutions tailored to meet diverse and evolving needs, ensuring a reliable, agile, and secure supply network. Our commitment to customization allows us to create flexible solutions, whether it’s a unique specification, custom packaging, or tailored logistics strategies.

 

With deep expertise in quality and regulatory compliance, sourcing and logistics management, analytical services, and R&D support, we reduce complexities and mitigate risks, empowering our partners to focus on growing their business.

 

In furtherance of that goal, Actylis is seeking new members of the team. This expansion, coupled with a comprehensive benefits package, and opportunities for challenge and growth, make Actylis the ideal place to work and thrive. We hope you’ll consider joining us!

 

Details

Hours of Work:8.00am-16.30pm Monday- Thursday and 7.00am-15.30pm on Fridays (40 hours p/w)

Reports to: Site Director 

Location: Fedmaore, Limerick, Ireland

Work Environment: Fully On Site

Salary and Benefits: Competitive

Position Summary

The Purchasing & Admin Coordinator is the person directly responsible for overseeing and organizing all supply chain, purchasing, and administrative functions across the business using the ERP system. They will oversee the purchasing, receipting and checking of raw materials, dealing with and setting up new suppliers and logistic coordination and support. The position will play a key role managing inventory stock, resolving order problems and generating purchase orders in a timely manner as well as processing all the steps leading to the completion of accounts payable and accounts receivable reconciliation through timely communication with suppliers and clients.

Responsibilities will include:

Purchasing Responsibilities:

  • Planning & Forecasting
  • Purchasing raw materials 
  • Purchasing of equipment and consumables
  • Prepare purchase orders and send order requests to suppliers
  • Resolve order problems 
  • Generating POs on the ERP system
  • Work closely with sales team on new projects
  • Negotiate prices with suppliers
  • Drive/facilitate cost saving initiatives
  • Monitor supply chain risks

Admin Responsibilities

  • Key supplier management
  • File and organise documents for accounts
  • Provide assistance to staff, managers, and senior-level officers as needed
  • Create, prepare, and deliver reports to various departments
  • Receive and forward communications to different staff and departments
  • Perform clerical duties, such as filing, answering phone calls, and responding to emails

Responsibilities will include:

Logistics Responsibilites:

  • Receipting and checking deliveries using the ERP system
  • Coordination of supply chain
  • Logistics coordination and support
  • Providing pricing on shipping
  • Monitor inventory stocks to identify purchasing needs
  • Determine items for order/reorder
  • Liaise with warehouse staff to ensure all products arrive in good condition
  • Act as DGSA for site (a plus)
  • Help facilitate cycle counts

AP/AR Responsibilities:

  • Regularly ensure customer data in the accounting system is accurate.
  • Cross-reference incoming notices with the Bank statements for reconciliation.
  • In the accounting software, post all adjustments / offsets related to credit notes, debit notes, pre-payments, and basic General Ledger transactions.
  • Print and review Account Statements for clients and send them to the clients upon request.
  • Process credit applications and provide to senior management for authorization as required.
  • Complete Direct Transfer Forms and forward to clients upon request.
  • Contact accounts who have outstanding amounts over their agreed upon payment terms.

Responsibilities will include:

AP/AR Continued:

  • Receive verified and prepared invoices from purchasing department to match invoice with RPOs in the accounting system.
  • Verify accuracy of invoice and enter information into accounting system.
  • Create and save AP journal listing and provide to management as required.
  • Date and file paid invoices in the accounting software system.
  • Trace and research past-due payment requests and provide suppliers with status of payments.
  • Process and send out customer invoices
  • Process end of month reports
  • Prepare weekly cash flow reports

Required Experience & Knowledge

(Preferred/Required):

  • 3 years of Purchasing and Administration or equivalent (R)
  • Formal qualification in similar field (P)
  • Knowledge of GMP, ICH and ISO guidelines (P)
  • Team-work oriented (P)
  • Sense of organization and priorities (R)
  • Strong communication (oral and written); Ability to multi-task (R)
  • Attention to detail (R)
  • Excellent computer skill (R)
  • Time-management (R)
  • Ability to read and understand instructions (R)
  • Customer service- work with suppliers to resolve shipping issues (R)

Supervisory Responsibilities

None

Work Environment

This role is based on site full time in Actylis Limerick, Ireland

Actylis is an Equal Opportunity Employer. Actylis US does not discriminate on the basis of race, religion, color, sex, gender identity or expression, sexual orientation, age, non-disqualifying physical or mental disability, national origin, veteran status or any other basis covered by appropriate law. All employment is decided based on qualifications, merit, and business need.