Operations Executive

Summary of The Role We are looking for an organised, proactive and reliable Operations Executive to support the day-to-day running of the business. The role is predominantly focused on administration and operational coordination, with a small element of basic bookkeeping. The successful candidate will manage customer orders, coordinate with suppliers, monitor stock levels, handle customer enquiries and ensure daily operational activities run smoothly. We are looking for someone who can work independently, take ownership of their responsibilities and proactively identify and resolve issues while maintaining regular communication with the business owner. Role Responsibilities

• Administration & Operations
• Process customer orders received through the shared orders inbox, including orders from multi-site clients.
• Manage customer service enquiries, primarily by email, ensuring responses are professional and timely.
• Monitor stock levels using the warehouse management system and identify stock replenishment requirements.
• Arrange stock replenishment orders with suppliers, requesting quotations and confirming pricing and availability.
• Follow up with suppliers regarding order-ready dates, outstanding deliveries and potential delays.
• Liaise with customers and suppliers to resolve order-related and operational issues.
• Maintain accurate order, stock and supplier records, ensuring orders are processed efficiently.
• Monitor daily operational activities and identify issues that may affect business operations.
• Keep the business owner informed of important issues, deadlines, outstanding actions and matters requiring attention.
• Identify opportunities to improve administrative processes and operational efficiency.
• Basic Bookkeeping
• Carry out basic bookkeeping tasks using Xero.
• Reconcile payments and financial transactions, investigating discrepancies where required.
• Check supplier invoices and ensure they are processed through the appropriate approval procedures.
• Monitor upcoming supplier payments and advise the business owner of payment deadlines and amounts due.
• Maintain accurate and organised financial administration records.

Essential Skills, Knowledge & Experience

• Previous experience in administration, order processing, operations coordination or a similar role.
• Strong organisational and administrative skills, with excellent attention to detail.
• Ability to manage multiple tasks and competing priorities effectively.
• Confident communicating professionally with customers, suppliers and internal stakeholders.
• Good problem-solving skills and the ability to resolve operational issues proactively.
• Comfortable using different software systems, including order management or inventory systems.
• Good working knowledge of Microsoft Office applications.
• Basic bookkeeping knowledge and familiarity with Xero would be an advantage.

Personal Attributes

• Proactive, reliable and highly organised.
• Able to work independently and take ownership of responsibilities.
• Methodical and detail-oriented, with a focus on accuracy.
• Resourceful and confident in identifying and resolving problems.
• Professional and approachable when communicating with customers and suppliers.
• Able to manage priorities and meet deadlines without constant supervision.
• Flexible and willing to support different aspects of the business.
• Committed to keeping operations running smoothly and identifying ways to improve efficiency.