OKA Direct LTD
Merchandising Admin Assistant
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About Us
We are currently looking to recruit a full-time Merchandising Admin Assistant to support our Merchandising team, based at our Head Office in Milton Park, Abingdon.
Merchandising Admin Assistant is responsible for managing the end-to-end purchase order process. This role ensures that all goods and services required by the company are ordered accurately, tracked efficiently, and delivered on time. The PO Administrator serves as the primary administrative link between internal departments and external vendors, maintaining meticulous records and ensuring compliance with company procurement policies.
Key Responsibilities
- Order Processing: Review incoming purchase requisitions for accuracy, verify budget approvals, and generate formal purchase orders using the company ERP system.
- Booking In: Processing receipts from 3rd Party Warehouse.
- Supplier Communication: Transmit purchase orders to vendors, secure order acknowledgements, and confirm pricing and delivery dates.
- Order Tracking & Expediting: Monitor outstanding orders, identify potential delivery delays, and proactively contact suppliers to resolve fulfilment bottlenecks.
- Shipping: Updating inbound shipment dates. Support point of contact for freight forwarder(s) regarding container/adhoc deliveries.
- Data Reconciliation (Three-Way Match): Cross-reference purchase orders against physical delivery receipts and supplier invoices to verify quantities and pricing before routing to Accounts Payable.
- Database Maintenance: Maintain and update supplier master data, pricing files, and tracking logs within the internal database.
- Dispute Resolution: Investigate and resolve discrepancies regarding short shipments, damaged goods, price variances, and incorrect invoices.
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About You
- Ideally experience in an administrative, purchasing, inventory control, or data entry role.
- Experience with Enterprise Resource Planning (ERP) software (e.g., SAP, Oracle, NetSuite) is preferred but not essential and Microsoft Office, particularly Excel (VLOOKUPs, data filtering).
- Exceptional accuracy in processing high volumes of numerical data, part numbers, and complex specifications.
- Strong verbal and written communication skills for professional vendor management and internal team collaboration.
- Ability to analyse invoice discrepancies and independently resolve minor supplier disputes.
- A polite and positive manner.
- Actively seeks continuous personal improvement in the work environment.
- Ability to adapt in a fast-moving business, taking on new challenges and responsibilities.
- Passion for the OKA brand.
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Our Benefits Package
- 33 days holiday (including bank holiday entitlement), pro rata, plus Length of Service increases.
- Day off for your birthday.
- Health Cash Plan.
- Generous staff discount.
- Enhanced Maternity Pay.
- Employee Assistance Programme.
- Eligibility for a discretionary company Bonus Scheme.
- Discounts on 60+ UK retailers via My OKA benefits platform.
- Plus a suite of additional employee benefits including Company pension scheme, life assurance cover, free eye tests, cycle to work scheme, interest free travel loans, social events, online wellbeing centre and more.
If successful you will become part of the OKA family, a fast-paced and dynamic business. If you would like to apply for this position, please send your CV and details of your salary expectations, notice period and right to work information via the link provided.
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