Operations Support Coordinators

Vitabiotics Ltd; Hemel Hempstead; On-site; GBP 28,000 - 36,000; Full time

Benefits offered by this job

4 days annual leave + bank holidays

Birthday day off

2 charity days a year

Bupa dental cover

Private medical insurance

50% staff discount on Vitabiotics

Job summary

Vitabiotics Ltd is seeking two Operations Support Coordinators to join our Hemel Hempstead site. You will provide daily administrative and coordination support to warehouse teams, manage records, and drive efficient operations.

The role reports to the Operations Support Supervisor and is based at DC3 Prologis Park, Hemel Hempstead. Key duties include updating order progress, coordinating stock, returns and documentation, and ensuring timely communication across teams.

Qualifications

• Experience in warehouse coordination and administration.
• Strong organisational and prioritisation abilities.
• Excellent communication with cross-functional teams.
• Knowledge of Health and Safety guidelines and compliance.
• Ability to work to deadlines and manage multiple tasks.

Responsibilities

• Provide day-to-day administrative and coordination support to warehouse teams.
• Maintain and update operational records, docs, spreadsheets and reports.
• Update order status to reflect real-time progress and flag actions.
• Assist with stock allocation, returns processing and housekeeping of open items.
• Coordinate workload planning aligned with priorities.
• Ensure shipping and operational documentation is complete (SSNs, ASNs).
• Facilitate communication between warehouse, shipping and other teams.
• Assist with collections/deliveries and driver coordination.
• Maintain reporting tools, including MS BI where applicable.
• Support inventory control and highlight shortages or discrepancies.
• Assist with procurement of consumables for warehouse operations.
• Support site administration activities and archiving.

Skills

Organisational skills

MS Excel

Communication

Attention to detail

Teamwork

Problem solving

Tools

SAP

Job description

Our business...

At Vitabiotics, you'll find a diverse bunch of talented folk who come from a wide range of backgrounds and possess an extensive array of experience. What brings us all together is a culture that thrives on innovation, mutual respect, team work and a sense of commitment. Vitabiotics is truly a great place to work!

Vitabiotics has pioneered advances in nutritional healthcare products for 55 years and the range includes many of Britain's leading supplement brands such as Perfectil, Pregnacare, Wellman, Wellwoman and Menopace.

As the UK's No.1 vitamin company, exporting to over 100 countries, Vitabiotics is widely acknowledged as leaders in innovation and in 2018 became the first vitamin company to twice receive the Queen's Award for Innovation, awarded for its ground breaking clinical research.

As part of our commitment to innovation and development, we are looking for experienced Operations Support Coordinators, to provide day-to-day planning, administrative and coordination support to the warehouse operation. Maintain accurate operational information, documentation and reporting, support workload planning and communication between teams, and ensure actions are followed through in a timely and consistent manner. The role supports the warehouse teams by helping to provide clear information, accurate records and effective coordination.

Job title: Operations Support Coordinators (x2)

Reports to: Operations Support Supervisor

Location: DC3 Prologis Park, Blossom Way, Hemel Hempstead, HP2 4ZB

Salary: Competitive

Hours: 8:30am - 5:30pm Monday to Thursday & Friday 8:00am - 5:00pm + 1 hour lunch break

Start date: Immediate

Responsibilities Will Include...

• Provide day-to-day administrative and coordination support to the warehouse operational teams to ensure a high level of service, quality and efficiency
• Coordinate and maintain operational records, documentation, spreadsheets and reports, ensuring information is accurate and up to date
• Update order status information to reflect real-time operational progress and communicate outstanding actions to the relevant teams
• Support activities including stock and bin allocation, processing of returns and housekeeping of open items, where required
• Support planning and coordination of operative workloads in line with operational priorities
• Ensure required shipping and operational documentation is available and complete, including SSNs and ASN documentation where applicable
• Coordinate timely communication between the warehouse, shipping and other relevant teams, escalating issues where necessary
• Support the management of collections/deliveries, including driver coordination and associated paperwork
• Maintain and update reporting tools, including Microsoft BI where applicable
• Support inventory control activities by maintaining accurate records, monitoring stock information and highlighting shortages, discrepancies or other issues
• Support the audit and purchasing of consumables and other goods required for warehouse operations, where assigned
• Support site administration activities, including paperwork control, filing and archiving
• Assist with the management and recording of temporary resource hours where required
• Collaborate with warehouse employees and other staff to ensure business goals are met
• Identify opportunities to improve administrative processes, consistency, data accuracy and communication
• Undertake additional coordination and administrative duties within the Operations Support function as required

Safety Responsibilities

• Adhere to all Health and Safety at Work obligations
• Challenge non-compliance to Health and Safety, Quality and Hygiene guidelines
• Use any equipment at work in accordance with instructions and training
• Ensure that administrative and coordination activities support safe and compliant warehouse operations

Quality Responsibilities

• Ensure accurate inventory movements, transactions, records and documentation
• Be aware of acceptable/unacceptable quality standards and challenge anything that falls short of these standards
• Identify potential quality issues during operational activities and seek appropriate resolutions

Skills

• High organisational capabilities, time management and ability to work to deadlines
• Strong Microsoft Office skills, including Excel, with the ability to manage and coordinate data effectively
• Strong IT and systems awareness; experience with SAP is desirable
• Effective communication and interpersonal skills
• Strong multitasking abilities and the ability to prioritise competing requirements
• Reliable, trustworthy and able to work with a high level of accuracy
• High attention to detail and a structured approach to administrative work

Requirements

Essential

• Demonstrates an understanding of how their role, and the various roles of others, contributes to the success of the business
• Knowledge of the warehouse environment and warehouse processes
• Knowledge of Health and Safety
• Shows and promotes a ‘can do' attitude to all tasks and challenges
• Displays high standards of behaviour and hygiene and trust and respect for all
• Demonstrates commitment to customer service
• Is honest and open in communication and is able to communicate effectively
• Is a team player and works co-operatively with others
• Has the ability to demonstrate / share knowledge to help develop others where required
• Participates in continuous improvement processes
• Problem solving in line with quality expectations
• Numerate with a high attention to detail

Benefits

• 4 days annual leave plus bank holidays
• Birthday day off
• 2 Charity days a year
• Bupa dental cover
• Private medical insurance.
• 50% staff discount on all Vitabiotics products
• Staff skills training
• Health and wellbeing programme
• Pension contributions
• Sick pay support