Operations Administrator

Who We Are

BrandArt design and supply high-quality branded merchandise for visitor attractions across the UK and beyond. From museums and zoos to theme parks and heritage sites, we work closely with our clients to create unique, memorable products that reflect their brand and delight their visitors. With teams in Essex and Welshpool, we manage everything from concept and creative design through to production, warehousing, and dispatch – all under one roof.

Job Overview

We’re looking for an organised and detail-focused Operations Assistant to join our Head Office team in Colchester.

This is a busy administrative role within our Operations team, supporting the processing of customer orders from initial order through to dispatch. You’ll work closely with suppliers, our BrandArt Hub, Sales, Creative, Compliance and Accounts to make sure orders are processed accurately, information is kept up to date, and any delays or issues are followed up promptly.

It would suit someone who enjoys working behind the scenes, keeping on top of lots of moving parts and making sure nothing gets missed. You’ll need to be comfortable working with spreadsheets and systems, communicating with different teams and suppliers, and taking ownership of routine tasks without needing to be chased.

Key Responsibilities

• Load, process and send purchase orders to suppliers
• Process customer orders and prepare the relevant picking and delivery paperwork
• Coordinate print, stock and Far East orders with our BrandArt Hub and suppliers
• Keep order trackers, shipping schedules and internal systems accurate and up to date
• Proactively chase suppliers and internal teams for outstanding information, dates and progress
• Arrange dispatches, delivery notes, samples and packing information
• Produce commercial invoices and obtain shipping quotes for UK and export shipments
• Arrange printed and bespoke product samples
• Check and approve supplier pro forma invoices and purchase invoices
• Liaise with our Compliance team regarding product safety and testing requirements
• Coordinate label and product artwork with Creative, Account Management, Compliance and suppliers
• Check supplier artwork and pre-shipment photographs before approval
• Obtain new and repeat quotations from suppliers
• Run landed-cost pricing for the Sales team when required
• Send supplier payment requests to Accounts for deposits and balance payments
• Arrange regular pallet collections and other routine shipping requirements
• Reconcile company credit cards
• Support the wider Operations team with other administrative tasks as required

What We’re Looking For

• Previous experience in an office-based administrative role
• Excellent attention to detail and a high level of accuracy
• Strong organisation skills and the ability to manage several tasks at once
• A proactive approach - you’ll be expected to follow things through rather than wait to be reminded
• Confident communication skills when dealing with colleagues and suppliers
• Comfortable working with spreadsheets, systems and detailed paperwork
• Good Microsoft Office skills, particularly Excel and Outlook
• Able to prioritise workload and work to deadlines
• Previous experience in order processing, purchasing, logistics, supply chain or a similar environment would be advantageous, but isn’t essential

Job Types: Full-time, Permanent

Pay: £28,000.00-£32,000.00 per year

Benefits:

• On-site parking
• Sick pay

Work Location: In person