Inventory Operations Assistant

Falcon Group; Greater London; On-site; GBP 20,000 - 26,000; Full time

Job summary

Falcon Group is seeking an Inventory Operations Assistant to support day‑to‑day administration of inventory, invoicing and payments. You will input data accurately, reconcile records and maintain Excel trackers under the Senior Inventory Management Officer.

You'll record inventory receipts and movements in Microsoft Dynamics 365, prepare draft purchase orders, and track shipments with suppliers to confirm status and documentation.

Qualifications

• Experience in an office-based administrative, operations or finance support role.
• Strong Microsoft Excel skills including formulas and pivot tables.

Responsibilities

• Record inventory receipts, movements, usage and balances accurately in control spreadsheets and Microsoft Dynamics 365.
• Prepare draft purchase orders for review by the Senior Inventory Management Officer.
• Maintain shipment and delivery trackers, following up with suppliers and logistics providers on documentation and status updates.
• Maintain organised digital records of inventory documentation, including delivery notes and confirmations.
• Carry out daily data checks and assist with inventory reconciliations, escalating discrepancies promptly.
• Update and maintain Excel trackers and monitoring spreadsheets.
• Follow checking and sign-off procedures to ensure work is accurate for review.

Skills

Excel skills

Attention to detail

Data entry

Time management

Communication

Tools

Dynamics 365

Outlook

Word

Job description

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.