Job Title: Supply Chain and Operations Administrator
Report To: Operations Director
Salary Band: Up to £30,000
Place of Work Oakham Office Based, one day WFH once passed probation
Hours of Work: 40 hour working week. Monday-Friday between 8am – 5pm
Annual Leave: 23 days holiday rising to 25 days after 3 years’ service
Other Benefits:
− Cycle to Work scheme
− Charity Volunteer Day
− Off-site team building events
− Free parking
− Private healthcare contribution
− Salary Sacrifice EV Scheme
Overall purpose
As our Operations Administrator, you'll be the backbone of our supply chain function, supporting the Operations Director and working alongside the rest of the department ensuring everything runs smoothly from order to delivery. Your methodical approach to coordinating operations, from start to finish, will help us maintain our commitment to delivering "the right goods to the right place at the right time" for all our customers.
Key Objectives
− Supply Chain Efficiency Improvement
− Process Documentation and Optimisation
− Cross-Departmental Collaboration
Duties & Responsibilities
Purchase Order Management
− Place purchase orders for goods not for resale (indirect purchases)
− Expedite outstanding and overdue purchase orders across UK, EU and global markets
− Monitor delivery schedules to ensure continuity of supply and minimise late deliveries
− Query and resolve purchase order discrepancies when necessary
Supplier Relationship Management
− Build and maintain professional relationships with key suppliers
−Collate performance data and provide feedback to suppliers on their delivery standards
− Coordinate with suppliers to resolve stock issues and delivery challenges
− Support the identification and qualification of new suppliers
Cross-Departmental Coordination
− Liaise with Warehouse, Suppliers and Customer Success teams to resolve queries
− Collaborate with Customer Success team regarding product availability and data updates
− Support Sales and Quality Control teams with supplier information and coordination
− Assist other departments as required to maintain smooth operations
Project and Process Support
− Support New Product Development (NPD) function with project-related requirements
− Assist the Quality Systems Coordinator with data collection for internal and external audits
− Work with the 3PL Supplier to identify improvement opportunities and drive efficiencies
− Support the Operations Director with site activities and departmental projects
Data Management and Reporting
− Maintain accurate records of product specifications, supplier contacts and delivery schedules
− Produce regular reports and documents to support operational decision-making
− Collate data for performance analysis and efficiency improvements
− Keep all key operational information current and accessible
Compliance and Meetings
− Attend monthly Health & Safety meetings and coordinate follow-up actions
− Support departmental contributions to company meetings
− Attend departmental and company meetings as required
− Ensure all activities comply with company standards and regulations
Administrative Excellence
− Complete daily administrative duties to support smooth operations
− Maintain organised systems for tracking and managing operational information
− Uphold and promote Firechief’s cultural values in all activities
Qualifications
5 x GCSE (Or equivalent) at grades A – C in any subject but including English and Maths.
Experience
− Ideally, a minimum of two years in an administrative / assistant-related role.
− Procurement or supply-chain experience would be desirable
− Experienced in dealing with external stakeholders (e.g., Suppliers / Customers).
− Microsoft packages including MS Office 365, Outlook, Excel, Word, and Teams.
− Experience working with ERP / CRM systems
Skills
− Strong written and verbal communication skills
− Time and Task management
− Very organized and efficient in approach to workload
− Maintain accurate records and documentation
− An ability to work consistently and prioritise under pressure.
− Analytical Thinking
− Problem-solving skills to resolve discrepancies and stock issues
− Attention to detail. Good at spotting discrepancies in deliveries and invoicing
− Professional relationship building with external suppliers
Personal Qualities
You are a naturally organised person who thrives on keeping things running smoothly behind the scenes. You're the type who enjoys ticking off tasks, following up on details, and making sure nothing slips through the cracks. You're comfortable juggling multiple priorities whilst maintaining accuracy in everything you do. People can rely on you to build good working relationships with suppliers and colleagues alike. You are patient enough to chase overdue orders persistently, yet assertive enough to challenge suppliers when needed. You take pride in spotting ways to improve processes and aren't afraid to speak up with suggestions. Most importantly, you're someone who genuinely cares about doing a good job and helping the team succeed through your methodical, dependable approach to work. You are a good team player who has plenty of initiative and happily works unsupervised.