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 product or solution is delivered to the right location on time. With over 5,000 items within our core range, BCS Group can fulfil any order and ensure it is delivered directly via our dedicated transport fleet or those of our partners.
Manufacturing: Our capabilities include standard and bespoke signage, labels, temporary and permanent road traffic signs and bespoke steel fabrication/installation which includes footbridges, walkways, flooring, guardrails, ladders and tunnelling products.
Extensive Stock Range: Distributor of leading industry brands in PPE & clothing, traffic management, safety & lifting and site equipment products. These include Bollé, Pulsar, Globus, Rock Fall, Progarm, Portwest, Melba Swintex, Oxford Plastics, JSP, Nissen, Carters, Orafol, Crowcon, Radiodetection, Dräger, Ridgegear, and Plant Nappy.
Safety Equipment Servicing: Specialist safety & lifting repair, calibration and inspection since 1999. We have our own purpose-built maintenance and calibration facility for gas detection, cable avoidance, breathing apparatus and lifting equipment which along with our fully equipped mobile calibration unit is where all maintenance and repairs are carried out. Our staff are trained and fully qualified in the maintenance, calibration and inspection of a full range of specialist safety & lifting equipment.
Our People: With a direct workforce philosophy, the company culture is driven by our core values, which describe how we act day-to-day. We ensure all your needs are met through our national call centre and dedicated account management.
Triple Accreditation: ISO 9001:2015, ISO 14001:2015, ISO 45001:2018 and ISO 50001:2011 standards, which means our customers can have complete confidence that we have an ongoing commitment to be a safe, efficient and responsible partner.
Caring and investing in you
As a Gold Investors in People company and a Sunday Times 100 Best Company to Work For, we are committed to investing in people. We are passionate about creating a working environment where people are supported throughout their careers, where people can enjoy security and be part of a company that cares about them.
From the moment you join us, your well-being and career aspirations will be supported by.
- 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
Work Location: In person
