Graduate Logistics & Operations Coordinator

Graduate Logistics & Operations Coordinator

Department: Operations

Location: Brownhills UK (on-site)

Reports To: Purchasing & Logistics Manager

Contract: Permanent

OVERVIEW

Xstrahl has manufacturing facilities in the UK and USA and operates globally through its international network of distributors. Xstrahl is a leading designer and manufacturer of Superficial and Orthovoltage Medical X-ray Systems used in the treatment of cancers and dermatological disorders as well as a pioneer in the development of advanced X-ray systems for pre-clinical radiation biology research.

The Logistics & Operations Coordinator is a new full-time graduate role at the centre of Xstrahls UK Operations team. The role runs day-to-day logistics and shipment coordination looks after parts knowledge (part numbers descriptions and photos) manages Work Environment and Facilities administration and supports production control.

As the first point of call for all site activities the job holder becomes the person colleagues across Operations Customer Success and Engineering turn to for answers. It is an opportunity to understand the whole operation of the UK facility from how systems are planned and built to how they are shipped and supported and to grow into a central trusted role on site.

ACCOUNTABILITIES & SCORECARD METRICS

On time shipment to customers

System shipment dates are met accordingly to the plan

Scorecard Metric

95%

Customer Success Impact

Customers and the Customer Success team get faster more reliable shipment and returns updates and accurate paperwork with systems arriving fully documented and on time.

Parts Knowledge Stewardship

Owns the accuracy and accessibility of part number data descriptions and photos giving Operations and Customer Success one trusted reference instead of routing every query through the Operations Director.

Scorecard Metric

100% of active part numbers hold a description photo in SAP Part-number escalations to the Operations Director reduced to near zero

Customer Success Impact

Customer Success can confirm the right part instantly instead of escalating speeding up quotes and breakdown turnaround for customers.

Work Environment Facilities & Health & Safety

Owns the day-to-day safety compliance and upkeep of the office and site building inspections facilities maintenance H&S administration and general office management so the workplace runs safely without interruption.

Scorecard Metric

100% of scheduled inspections completed on time Zero missed statutory H&S actions

Customer Success Impact

A safe compliant well-run site keeps production and service delivery on track protecting the timelines customers depend on.

Production Control Support

Supports the Senior Production Controller with production control administration and SAP updates while learning the planning process building internal cover for the production control seat.

Scorecard Metric

Production control admin completed within the agreed turnaround Admin cover in place during absence

Customer Success Impact

Accurate production records keep build dates and delivery commitments to customers reliable.

Sales Order Date confirmed

Owns the accuracy and is accountable for proactively updating the estimated shipping dates once all orders have been confirmed

Scorecard Metric

80%

Customer Success Impact

Accurate sales order dates for operations and customer success to plan to for installations and service visits

MAIN DUTIES

Logistics & Shipment Coordination

Supporting the Purchasing & Logistics Manager.

Chase couriers and freight forwarders (FedEx DHL etc.) for shipment status and ETAs resolving customs issues and keeping Customer Success updated.

Manage customer returns end-to-end coordinating collection with couriers and keeping the Customer Success team updated at every stage.

Manage sales order administration and produce commercial invoices for outbound shipments.

Arrange import and export shipments liaising directly with couriers on documentation and requirements.

Coordinate equipment calibration returns with calibration houses timed to avoid production stoppages or unnecessary service-engineer travel.

Compile technical and system manuals ahead of shipment.

Resolve part-number confusion that surfaces during quoting.

Coordinate the quarterly dosimetry (dose) badge exchange shipping replacement badges to field service engineers and returning worn ones for radiation-exposure analysis.

Handle general logistics administration that doesnt require supplier negotiation or sourcing judgement.

Parts Knowledge Stewardship

Own and drive the parts-photo upload backlog to completion.

Create and maintain a single parts bible part numbers descriptions and photos so Operations and Customer Success are always aligned on what needs quoting versus whats needed for a breakdown repair.

Act as the named point of contact for part number / in stock questions from Customer Success service and new Ops staff.

Keep the parts master current within the unified cloud SAP system as new numbers are created.

Work Environment Facilities & Health & Safety

Conduct weekly and monthly building inspections including data-logger checks to catch facilities and H&S issues early.

Maintain health and safety fire safety and first aid records and schedules.

Support the Radiation Protection Supervisor with records and administration.

Coordinate facilities maintenance lighting pest control boiler servicing gutter cleaning ESD testing FLT and weighing-scale certification fire alarm servicing and gas / electricity meter readings.

Manage general office upkeep including restocking supplies and day-to-day office administration.

Arrange team social events and outings.

Cover the office switchboard and act as the on-call point of contact for incoming calls.

Production Control Support

Supporting the Senior Production Controller.

Support production control administration and provide cover during absence..

Learn the production planning process including SAP MRP alongside the Senior Production Controller.

KEY WORKING RELATIONSHIPS

Internal

External

Operations Director

Purchasing & Logistics Manager

Warehouse Controller

Senior Production Controller

Operations Specialist US

Customer Success team

Engineering / R&D

Field service & Production engineers

Finance

Couriers and freight forwarders (FedEx DHL etc.)

Customs authorities

Calibration houses

Dosimetry service provider

Facilities contractors (fire alarm pest control boiler gas & electric)

Distributors and third-party engineers

PERSON SPECIFICATION

Essential

A degree in supply chain logistics business operations management engineering or a related subject.

Highly organised with strong attention to detail accurate records matter in a regulated business.

A confident communicator comfortable being the person colleagues come to for answers.

Takes initiative and follows loose ends through to a finish without waiting to be asked.

Comfortable juggling several tasks and priorities in a day.

Good working knowledge of Excel and Microsoft Office.

Desirable

Any work experience that shows reliability such as a placement internship part-time or summer job

An interest in engineering technical products or medical devices

Any exposure to logistics stock or order processing or an ERP system such as SAP (not required as full training is provided)

Awareness of health and safety practice.

Key Competencies

Reliability and attention to detail.

Ownership and initiative.

Clear professional communication.

Curiosity and willingness to learn.

Organisation and prioritisation.

No previous industry experience is required. Full training will be provided.

Salary: 26000 - 28000 per annum DOE