The Inventory Operations Assistant supports the day-to-day administration of inventory operations, ensuring inventory, invoicing and payment records are accurately recorded and kept up to date. Working under the direction of the [Senior Inventory Management Officer], the role focuses on precise data input, reconciliation support and the maintenance of Excel-based trackers and reports. The position offers structured training and a strong foundation for a career in inventory and supply chain operations.
Key Responsibilities
Inventory Administration
- Record inventory receipts, movements, usage and balances accurately in control spreadsheets and Microsoft Dynamics 365.
- Prepare draft purchase orders for review and approval by the Senior Inventory Management Officer.
- Maintain shipment and delivery trackers, following up with suppliers and logistics providers on documentation and status updates as directed.
- Maintain organised digital records of inventory documentation, including delivery notes, warehouse receipts and confirmations.
- Carry out daily data checks and assist with inventory reconciliations, identifying and escalating discrepancies promptly.
- Update and maintain Excel trackers and monitoring spreadsheets in line with established templates and controls.
- Follow agreed checking and sign-off procedures, ensuring all work is accurate and ready for review.
Invoicing & Payments Support
- Prepare draft sales and fee invoices using approved data and templates, for review before issue.
- Update invoice and payment trackers and assist with matching payments received to outstanding invoices.
Compliance Support
- Collect and file KYC documentation from clients, suppliers and other counterparties, tracking outstanding requests and annual review dates.
Reporting & Team Support
- Extract and compile data for regular and ad-hoc inventory reports, as instructed.
- Provide general administrative support to the operations team and assist with ad-hoc tasks as required.
- Accurate, methodical approach to data entry, with ability to pro-actively check own work.
- Strong organisational and time management skills, with the ability to prioritise tasks and meet deadlines.
- Clear and professional written and verbal communication.
- Proactive and eager to learn, with the confidence to ask questions and elevate issues promptly.
- Ability to handle confidential information with discretion and to work collaboratively within a small team.
Experience & Qualifications
- Experience in an office-based administrative, operations, finance or similar support role.
- Strong Microsoft Excel skills, including formulas (e.g. XLOOKUP/VLOOKUP, SUMIFS), pivot tables, filtering and data validation.
- Exceptional attention to detail and a high standard of accuracy.
- Good working knowledge of Microsoft Outlook and Word.
- Desirable: exposure to an ERP or inventory system (e.g. Microsoft Dynamics 365), or to purchase order and invoicing processes.
- Full training will be provided on internal systems and inventory processes.
Inventory Operations Assistant employer: Falcon Group
As a Generator Engineer with us, you'll join a dynamic team dedicated to innovation and excellence in the energy sector. We offer competitive pay, comprehensive training, and opportunities for career advancement, all within a supportive work culture that values your contributions. Located at the heart of our operations, you will enjoy a collaborative environment where your skills can thrive and make a real impact on our customers' energy solutions.
