Operations & Inventory Administrator

Employer: Optimise Outsourcing Ltd

Work Location: Nairobi (Office-based)
Working Hours: Monday–Friday
Type: Full-Time

1. 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 andinventory records, ensuring purchase orders, supplier deliveries, and invoices are correctly recorded and reconciled.

2. About the Client

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.

3. 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.

4. 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 onboarding 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.

5. 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.

6. 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.

7. 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.

8. 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.

9. Application Process (Please Read Carefully)

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

⚠️ Applications without completed assessments will not be reviewed.