Job Description

Overall Purpose:

We are looking for a proactive, highly organized Operations & Administrative Support Officer to provide essential support across Finance, Administration, and Supply Chain functions. This role covers a variety of recurring and ad-hoc tasks that ensure smooth day-to-day operations, accurate reporting, and coordination with internal and external stakeholders. The ideal candidate will be detail-focused, adaptable, and comfortable with multitasking in a dynamic environment.

KPI's:

Sales Order Processing Accuracy Purchase Order Compliance - Maintain daily closure or follow-up actions on PO Due Date to Expire reports. Payment & Expense Processing Accuracy - Maintain a high accuracy rate in expense claim and invoice processing. Container Coordination Efficiency - Deliver daily real-time container updates for inbound stock Timeliness of Scorecard Updates - Ensure 1on-time updates to all required scorecards Internal SLA Adherence - Respond to ad-hoc task requests within agreed turnaround times System Utilization - Demonstrated effective use of platforms to ensure there is zero backlog, and all data is fully reconciled Procurement Responsiveness - Process supply orders within set timeframes

Roles & Responsibilities:

Finance & Administration Support

- Approve payment runs and recurring invoices
- Trace credit card transactions (as required)
- Process and check expense claims
- Prepare and upload company sales forecasts to reporting systems
- Source contact information for prospects
Sales & Customer Service support
- Process orders in the Sales inbox

- Update product specification sheets

- Completing customer questionnaires

- Complete customer questionnaires and reports (recurring and ad-hoc).

- Produce monthly spend reports for key customers.

- Liaise with bronze-tier customers to maintain regular orders, upsell, and cross-sell where appropriate.

Supply Chain Support

- Place repeat supply orders (e.g., janitorial, engineering supplies)
- Daily review and management of PO Due Date to Expire reports
- Monitor and update runners' unstocked item metrics
- Track company scorecard metrics weekly
- Support inbound container coordination (liaising with freight, customs, etc.)
- Provide real-time container updates (via Excel or visual tools)
- Print and organize specialist customer shipment labels
- Stock checking of sample area (ad-hoc)
- Weekly input and updates to various scorecards
- Review and action suggested payment reports from Accounts

General Support

- Support scheduled vehicle check processes (optional based on feasibility) .

Skills:

Strong organization, time management, and consistency in task completion High attention to detail for data entry and reporting tasks Familiarity with Excel (formulas, simple reports) Comfortable liaising across departments and external partners (e.g., suppliers, logistics) Competent in using systems like Phocas, and other collaborative platforms Adaptability to learn and suggest automation improvements

Personal Qualities:

The ideal candidate will be proactive, self-motivated, and able to anticipate team needs without waiting for direction. They will be highly detail-oriented, dependable, and consistent in delivering recurring tasks accurately and on time. Calm under pressure, they can manage multiple ad-hoc requests with composure. A collaborative mindset, clear communication skills, and comfort working across departments are essential. The successful applicant will be tech-savvy, eager to suggest improvements, and a natural problem solver. They will value timely reporting, cooperation, and shared effort. Focused and industrious, they can maintain concentration on detailed work, adapt to changing priorities, and contribute with sustained, steady effort in a positive and flexible manner.

Experience:

2+ years in a similar operation, administrative, or office coordination role. Prior experience supporting finance or supply chain teams is highly desirable. Familiarity with cloud-based reporting tools (e.g., Phocas) Experience in working with Excel for data entry and basic analysis (lookup formulas, pivot tables, charts). Experience with internal coordination and liaising with third-party suppliers or logistics providers.

Qualifications:

Minimum of 4 National 5 qualifications at grade C or above, or equivalent GCSE's

Company Background:

Bridge Johnson is an energetic team, with a dedicated focus on achieving substantial growth. Our dynamic approach involves actively engaging with market-leading food and beverage suppliers. By fostering strong partnerships and staying attuned to market trends, Bridge Johnson positions itself as a dynamic force within the industry. Their relentless pursuit of expansion and collaboration underscores their commitment to maintaining a leading edge.

Benefits:

Company Bonus Scheme - Performance-based annual bonus aligned with individual and company goals. Employee Recognition Program - Regular recognition through peer-nominated awards, shout-outs, and milestone celebrations. Professional Development Support - Access to training courses, certifications, and development opportunities. Regular team lunches and offsite activities Free Onsite Parking Modern, open office space Modern Kitchen & Eating Area - fully equipped kitchen with appliances and ample seating Free Tea, Coffee & Snacks - Complimentary hot drinks Supportive Team Culture - A close-knit, collaborative environment where everyone's input is valued.
Job Type: Full-time

Pay: 28,000.00 per year

Benefits:

Canteen Company events Company pension Discounted or free food Free parking On-site parking Profit sharing
Ability to commute/relocate:

Kilmarnock KA2 0FJ: reliably commute or plan to relocate before starting work (required)
Application question(s):

Are you currently residing in the UK? Do you have any outstanding criminal convictions? Do you have experience in working with Excel for data entry and basic analysis (lookup formulas, pivot tables, charts)?
Experience:

Administrative: 2 years (required) Supporting finance or supply chain teams: 1 year (required)
Language:

English (required)
Work authorisation:

United Kingdom (required)
Work Location: In person

Application deadline: 03/07/2024
Expected start date: 18/09/2025