At a Glance
- Tasks: Manage purchase orders, track deliveries, and communicate with suppliers to ensure smooth operations.
- Company: Join OKA, a vibrant homeware retailer with a passion for beautiful living spaces.
- Benefits: Enjoy 33 days holiday, health cash plan, discounts, and a supportive work environment.
- Other info: Great opportunities for career development and a fun workplace culture.
- Why this job: Be part of a dynamic team that values creativity and personal growth in a fast-paced setting.
- Qualifications: Experience in admin or purchasing roles; strong communication and data accuracy skills.
The predicted salary is between 30000 - 40000 £ per year.
Founded over 20 years ago by three entrepreneurial women with a passion for beautiful, practical and comfortable homes, OKA is more than a furniture and homeware retailer: it is a love affair with living well. We inspire people to confidently create a home that reflects their personality, a space where nothing should be too precious or perfect to be enjoyed with family and friends. British-born, today we have 15 stores across the UK – an established Interior Design and Trade business, a mail-order service and a thriving website.
We are currently looking to recruit a full-time Purchase Order Administrator to support our Merchandising team, based at our Head Office in Milton Park, Abingdon. The Purchase Order (PO) Administrator 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.
- 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.
- 33 days holiday (including bank holiday entitlement), pro rata, plus Length of Service increases.
- Day off for your birthday.
- Health Cash Plan.
- 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.
Purchase Order Administrator employer: OKA
At OKA, we pride ourselves on being an exceptional employer that values creativity and collaboration in a vibrant work environment. Our Head Office in Milton Park, Abingdon, offers a supportive culture with ample opportunities for personal and professional growth, alongside a comprehensive benefits package that includes generous holiday allowances, health plans, and employee discounts. Join us to be part of a passionate team dedicated to making homes beautiful and comfortable, where your contributions are truly valued.
