Introduction to the Role
Optimise
Outsourcing is recruiting a highly organised and detail-driven Operations & Inventory
Administrator to support a
fast-growing UK consumer brand operating within the lifestyle and retail
sector. The successful candidate will play a key role in maintaining accurate
purchasing and inventory records, ensuring purchase orders, supplier
deliveries, and invoices are correctly recorded and reconciled.
Client Overview
Our
client is a fast-growing UK lifestyle and consumer brand with a strong online
presence and expanding operational footprint. They operate in a dynamic
environment where inventory accuracy, purchasing coordination, and operational
efficiency are essential to maintaining product availability and supporting
continued business growth They value trust and transparency and work closely
with offshore support teams to deliver timely, well-coordinated services. For
GDPR and confidentiality reasons, the client’s identity will be disclosed at
the interview stage.
Role Overview
This
role supports the end-to-end operational workflow of purchasing and inventory
administration, ensuring accurate coordination between purchase orders,
supplier deliveries, inventory records, and operational documentation. The
Operations & Inventory Administrator will help maintain the integrity of
operational data by ensuring purchase orders, goods receipts, and supplier
invoices are correctly reconciled and recorded within the company’s systems.
The role requires close coordination with suppliers, operations teams, and
internal stakeholders to ensure accurate documentation, resolve discrepancies,
and maintain reliable inventory records. Strong attention to detail,
organisational skills, and confidence working with operational systems and
Excel-based trackers are essential to ensure inventory accuracy and smooth
day-to-day operations.
About Optimise Outsourcing
- Optimise Outsourcing is a UK-registered Employer of Record (EOR) and
recruitment partner with a strong operational base in Nairobi. We connect
high-performing Kenyan professionals with established international
businesses and provide:
- Full HR and operational support
- Structured on boarding and training
- Performance coaching and development
- A professional, office-based working environment
- Joining Optimise means joining a company committed to long-term
career growth and operational excellence.
Key Responsibilities
- Process purchase orders accurately within operational systems.
- Monitor incoming supplier deliveries and ensure goods received are
recorded accurately against purchase orders.
- Record goods receipts and verify delivery quantities and
documentation.
- Match supplier invoices with purchase orders and delivery
documentation to ensure accuracy.
- Maintain organised records of supplier invoices, purchase orders,
and delivery confirmations.
- Maintain high standards of data accuracy and integrity across
purchasing and inventory records.
- Ensure product information and SKU data linked to purchase orders
and deliveries are recorded accurately within operational systems.
- Maintain purchasing and stock data within the company’s inventory
management system (such as Unleashed).
- Investigate discrepancies between purchase orders, deliveries, and
supplier invoices.
- Liaise with suppliers regarding delivery confirmations, invoice
queries, and documentation corrections.
- Coordinate with internal teams to resolve purchasing, delivery, or
stock-related issues.
- Maintain operational spreadsheets used for stock monitoring,
purchase order tracking, and reconciliation.
- Maintain organised documentation to support supplier reconciliation,
stock traceability, and operational control.
- Identify opportunities to improve purchasing documentation and
inventory tracking processes.
- Provide administrative support to the wider operations team where
required.
- Accuracy, organisation, and consistency are essential, as this role
directly supports reliable inventory management and operational
efficiency.
Essentials
Candidates
must demonstrate the following experience and capabilities:
- Proven experience in an operations administration, purchasing,
procurement, or inventory support role.
- Strong attention to detail with high levels of accuracy in
documentation and data entry.
- Experience processing purchase orders and supplier documentation.
- Experience supporting inventory or stock management processes.
- Confidence using Excel for reconciliation, tracking, and operational
reporting.
- Ability to identify and resolve discrepancies within operational
data.
- Strong organisational and problem-solving skills.
- Professional communication skills when working with suppliers and
internal stakeholders. Ability to manage multiple tasks within structured
operational workflows.
Desirable
The
following experience would be beneficial:
- Experience using inventory management systems such as Unleashed,
QuickBooks, Sage 200 or similar platforms.
- Experience working in retail, e-commerce, distribution, or stock-led
environments.
- Experience with goods receipting, stock reconciliation, or
purchasing documentation processes.
- Strong Excel capability, including VLOOKUP, XLOOKUP, INDEX MATCH, or
similar functions.
- Exposure to procurement or purchasing workflows.
- Candidates from stock-led environments such as retail, e-commerce,
or distribution businesses will be particularly well-suited to this role.
Working
Environment & Equipment
- Office-based role in Nairobi.
- All equipment provided, including:
- Computer and monitors
- Headset and telephony systems
- Secure access to required systems
- Candidates are not required to provide their own equipment.
Remuneration is aligned with experience and current market standards.
How to Apply
To
be considered for this role, applicants must complete ALL the following:
Step 1 — complete the mandatory assessment
Step 2 — Upload your CV and cover letter via the assessment portal
Step 3 — submit your application for review
