Inventory Controller & Purchasing Assistance

Job Title: Inventory Controller & Purchasing Assistant

Department: Warehouse / Operations / Purchasing

Reports To: Operations Manager

Salary: 35K to 45K depending on experience

Hours
: 9am to 60 Monday to Friday with 50 minute unpaid break

Responsible for maintaining accurate inventory records and supporting the purchasing process for imported goods and general business requirements. The role covers controlling stock movements, conducting stock checks, investigating discrepancies, raising and processing purchase orders, liaising with suppliers, tracking orders and coordinating inbound shipments. The post holder will help ensure appropriate stock availability, timely replenishment, accurate purchasing and import documentation, and effective communication between suppliers, freight forwarders, warehouse, logistics, sales and finance teams.

• Monitor and maintain accurate inventory records and stock balances.
• Track stock movements, including receipts, transfers, returns and dispatches.
• Carry out regular stock counts, cycle counts and inventory audits.
• Reconcile inventory discrepancies, investigate stock variances and report findings.
• Ensure inventory data is updated accurately in the warehouse management system (WMS) and other relevant business systems.
• Maintain appropriate labelling, storage and organisation of inventory items in liaison with warehouse staff.
• Identify slow-moving, obsolete, damaged or excess stock and report issues to management.
• Support stock forecasting, replenishment planning and the maintenance of appropriate stock levels.
• Prepare inventory, stock movement and discrepancy reports for management.

• Raise, process and maintain purchase orders in accordance with company procedures and authorised requirements.
• Review stock levels, sales or usage information and outstanding orders to help identify purchasing and replenishment requirements.
• Request and compare supplier quotations, prices, lead times and availability for review and approval as required.
• Liaise with suppliers regarding order acknowledgements, delivery dates, back orders, shortages, price changes and general queries.
• Monitor outstanding purchase orders and follow up overdue or delayed deliveries, keeping relevant departments informed.
• Maintain accurate purchasing records, supplier details, order confirmations and related correspondence.
• Check supplier order confirmations against purchase orders and report discrepancies in quantities, prices, specifications or delivery terms.
• Assist with supplier performance monitoring, including delivery reliability, quality issues and responsiveness.
• Support the resolution of supplier claims, shortages, damaged deliveries and invoice or delivery discrepancies, referring financial approvals to the appropriate manager.
• Coordinate with sales, warehouse and finance teams to help ensure purchasing decisions reflect business requirements and stock availability.

• Coordinate inbound shipments with suppliers, shipping agents, freight forwarders and transport providers.
• Track import deliveries and update purchasing and inventory systems with expected and actual arrival information.
• Check relevant shipping documents, including commercial invoices, packing lists, bills of lading and customs paperwork, for completeness and consistency.
• Liaise with customs, brokers and freight forwarders to support timely customs clearance and delivery of imported goods.
• Resolve missing or inconsistent documents, delivery delays and other import issues, escalating to the appropriate manager as required
• Maintain records relating to import orders, shipment status and delivery documentation.
• Follow applicable company procedures and relevant import/export requirements within the scope of the role.

• Communicate clearly and promptly with suppliers and internal departments to support the smooth flow of stock and purchasing information.
• Maintain accurate, organised and up-to-date records and provide information or reports when required.
• Comply with company policies, procedures, confidentiality requirements and health and safety rules.
• Support continuous improvement initiatives across the company.
• Undertake other duties commensurate with the level of the role, as reasonably requested by management, to meet the changing needs of the business.

• Strong organisational skills and the ability to prioritise multiple orders, deliveries and stock-control tasks.
• High level of accuracy…