Operations & Inventory Administrator
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Job summary
The role requires close coordination with suppliers, operations teams, and internal stakeholders to ensure accurate documentation, resolve discrepancies, and maintain reliable inventory records.
Language Requirement:
English
Working Hours:
Full Time - 8 to 5
Applicant Location:
Nairobi, Kenya
Job descriptions & requirements
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 individual who thrives on accuracy, enjoys working independently, and takes pride in maintaining precise systems and processes that keep the business running smoothly. Someone who can handle significant data with confidence and who is curious by nature. You will play a vital role in processing purchase orders, goods receipting, and supplier invoices, with opportunities to support broader operational and administrative tasks as required.
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
Receipting in of purchase orders.
Raising Purchase Orders (POs) and Sales Orders accurately.
Match supplier invoices to POs and delivery documentation.
Processing any stock returns and supplier credits
Weekly stock reconciliation across our 3PL warehouses vs our inventory system
Maintain accurate records of receipts, invoices, and supplier paperwork.
Use the Unleashed Inventory Management System to handle stock and PO administration.
Maintain our various off system spreadsheets e.g. stock scheduling, PO trackers, shipping rate trackers etc.
Support the wider operations team with general administrative tasks as required.
Always maintain the highest standards of organisation and accuracy.
Providing ad hoc analysis reports as and when required
6. Essentials
Candidates must demonstrate the following experience and capabilities:
Strong administrative experience with exceptional attention to detail and accuracy.
Confident working independently and managing your own workload.
High level of accuracy in data entry, stock, and PO processing.
Strong problem-solving skills with the ability to resolve stock, PO, and invoice discrepancies efficiently.
Competent Excel skills, including:
o vlookup / xlookup
o index match
o Pivot tables
o Spreadsheet problem solving and maintenance
o Data manipulation
A knowledge of Power queries and Power BI would be helpful.
Experienced in working with inventory management systems
Strong communication skills and a proactive mindset.
Comfortable working in a fast-paced environment, in compressed time frames with shifting priorities.
Experience using inventory management systems such as Unleashed, QuickBooks, Sage 200 or similar platforms.
8. Working Environment & Equipment
Office-based role in Nairobi.
All equipment provided, including:
o Computer and monitors
o Headset and telephony systems
o 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
�� Application & Assessment Link:
https://app.testgorilla.com/s/6mj8zave
⚠️ Applications without completed assessments will not be reviewed.
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