Office Administrator – Supplies
To manage the end‑to‑end administration of goods receipting, inventory movement and compliance documentation. This role supports the supplies operations team to maintain accurate stock levels and ensure smooth business operations.
Key Responsibilities
Customer Orders & Fulfilment
* Generate pick lists: Produce and distribute accurate picking lists for the stores team.
* Allocate stock: Assign system inventory to customer orders as directed by management.
* Verify accuracy: Ensure physical stock is picked correctly from warehouse locations and order bays.
* Dispatch couriers: Book external courier services via the required systems to meet transport schedules.
* Track proof of delivery (POD): Collate courier PODs, update systems and submit files to systems support.
Goods Inwards & Supplier Management
* Schedule deliveries: Book in all incoming supplier deliveries to manage depot flow.
* Verify shipments: Receive and sign for deliveries, checking goods against supplier paperwork for accuracy.
* Log delivery confirmations: Process all supplier delivery paperwork to complete system booking‑in procedures.
* Report discrepancies: Notify suppliers and procurement of damaged stock and report discrepancies to management immediately.
* Coordinate hubs: Liaise directly with the Wallows Lane team regarding all received supplier deliveries.
Commercial Support & Inventory Control
* Maintain inventory accuracy: Support depot management by ensuring order accuracy protects system stock counts.
* Mitigate delays: Highlight inventory issues proactively to warn management of potential customer order delays.
* Conduct stock audits: Participate in periodic inventory counts and feed data back to management and business support.
* Assist annual checks: Provide administrative and physical support during annual full company stocktakes.
Depot Administration & Support
* Compile reports: Generate daily, weekly and monthly inventory reports for depot management.
* Manage customer collections: Greet and assist customers arriving at the depot to collect orders.
* Process timesheets: Update staff registers and submit completed timesheets for processing.
* Provide cross‑department cover: Assist the wider business – specifically logistics and signs – during peak operational periods.
Quality
* Ensure works are carried out in accordance with processes.
* Contribute to continuous improvement by providing suggestions and feedback to Management.
* Work to agreed timescales: update the Depot Management Team on progress.
* Maintain good communication with colleagues and Management at all times.
HSEQ
* Complete tasks in accordance with risk assessments, notify the Depot Management Team of any potential non‑compliance.
* Report accidents and positive interventions using the correct methods.
* Ensure the correct PPE is used in the depots at all times.
* Maintain excellent levels of housekeeping, ensure areas are free from waste and trip hazards etc.
* Identify/submit positive interventions where needed.
* Work in conjunction with HSEQ policies and procedures.
Key Measures & Targets
* Overdue purchase orders
* Quality of stock locations, transport bays and yard area
* The number of stock issues and picking errors
* Accuracy of goods receipting
Key Relationships
* Depot Management Team
* Bescot Operations Team
* Logistics Team and Drivers
* Suppliers
Person Specification
The successful candidate is likely to meet all of the following criteria:
Essential
* Computer literate
* Attention to detail and ability to follow procedures
* Ability to work well within a team, offering support to others
* Ability to maintain a clean, organised work area and value the importance of good housekeeping in maintaining a safe, efficient environment
* Works well and maintains standards and values when under pressure.
Desirable
* Previous warehouse operations experience
* Product knowledge of site supplies, PPE, traffic management and signage
Benefits
* Competitive salary
* Company Pension
* Life Assurance
* Private Medical
* 25 days annual leave in addition to 8 public bank holidays and loyalty days
* 8 hours volunteering
* Employee Assistance Programme to support your mental, physiological and financial well‑being.
* Flexible benefits via salary sacrifice
* Company car/green car scheme/car allowance/Van (dependent on position)
* Leadership & management training and coaching
* Regular line management engagement and appraisal to support your career progression.
* Development supported by internal and externally delivered training.
* Flexible working arrangements
* Annual salary review
* Continuous service awards
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