Office Administrator - Supplies

Office Administrator - Supplies

The Role:

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 updating 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 noncompliance.
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 values 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

About BCS Group:

BCS Group, a subsidiary of Barhale Holdings Plc, is a privately owned company. We are a leading supplier of safety and construction products and services that has depots in both the Midlands and Scotland. We pride ourselves on providing a first-class service to all our customers, ensuring the right…