Purchasing & Goods-In Assistant

Flyttr; Abingdon; On-site; GBP 24,000 - 34,000; Full time

Job summary

Flyttr seeks a procurement and facilities assistant to manage purchasing, goods-in, and stock control for the Oxford site. You will coordinate supplier quotes, raise POs, receive deliveries, and keep records up to date while supporting office operations and international shipping documentation.

You will work closely with Finance & Procurement Manager to ensure compliant, timely supply and accurate invoicing, while maintaining organised stores and a professional reception.

Qualifications

• Experience raising and processing purchase orders within a procurement or ERP system.
• Proficiency in Microsoft Office, particularly Excel, Word and Outlook.
• Strong attention to detail, particularly in data entry, stock records and documentation.
• Good working knowledge of health and safety requirements relevant to goods-in and stores environments.
• Strong communication and interpersonal skills.
• Strong organisational and time-management skills, with the ability to prioritise changing and urgent requirements.

Responsibilities

• Raise purchase orders in accordance with approved supplier lists and authorisation limits.
• Obtain and compare supplier quotations, escalating pricing anomalies or shortfalls to the Finance & Procurement Manager.
• Monitor open orders and coordinate delivery updates, discrepancies and returns with suppliers.
• Maintain accurate purchase order records within the procurement or ERP system.
• Procure regulated materials in accordance with applicable health and safety, transport, biosecurity, and import/export requirements (e.g. COSHH, the Carriage of Dangerous Goods regulations).
• Provide procurement support to overseas entities without dedicated local resource, including Djibouti and Panama.
• Receive, inspect and record deliveries, promptly reporting damaged, missing or non-conforming goods.
• Ensure regulated goods, including chemicals and biological materials, are appropriately received, labelled and stored.
• Maintain safe, organised and audit-ready stores.
• Monitor stock through regular checks and cycle counts, initiating replenishment and minimising surplus, expiry and wastage.
• Coordinate the compliant return or disposal of surplus, expired or non-conforming stock.
• Distribute incoming deliveries to the appropriate areas within the building.
• Manage the laboratory coat laundry process.
• Match delivery notes to purchase orders and invoices, promptly escalating discrepancies to Finance.
• Maintain supplier records, product catalogues and approved vendor lists.
• Provide administrative support and absence cover for the Accounts Payable function (invoice processing, supplier queries, finance credit card processing)
• Train new starters and other users of the procurement system.
• Support international shipping activities and associated documentation.
• Maintain procurement documentation and compliance records.
• Liaise with Science, Operations and Finance to understand requirements and prioritise orders.
• Support continuous improvement of procurement, stores and office processes as the business grows.
• Maintain the confidentiality of sensitive company information.
• Support maintenance of the company asset register, including purchases, locations, maintenance and disposals.

Skills

Purchasing

Goods-in

Stores

Excel

Microsoft Office

Communication skills

Organisational skills

Time management

Stock records

Attention to detail

Education

GCSE Maths & English

CIPS Level 2/3

NVQ in Business Administration

Logistics qualification

Tools

Microsoft Office

Excel

Outlook

Word

Job description

About Us

We are a team of passionate individuals from 15 countries developing the world's first biosecurity platform built to combat critical pest threats to human health, food security, and the environment. With a deep commitment to trust, integrity, and collaboration, Flyttr has become the trusted partner of governments, industries, philanthropies, and communities seeking to make bold advancements on the biggest pest threats of our time. We work with urgency because lives and livelihoods depend on it. Successful candidates will find Flyttr to be an exhilarating place to do their best work, and will find that every person at Flyttr plays a critical role in a dynamic, exciting, team-oriented culture.

Role Overview

You will be the operational backbone of Flyttr's Oxford purchasing and goods-in function, ensuring that biosecurity materials, laboratory consumables, chemicals, and general supplies are ordered accurately, received correctly, and available when they are needed. This is a hands-on, office-based role that sits at the intersection of procurement administration, stock control, and logistics coordination. You will work closely with the Finance & Procurement Manager and internal teams to keep day-to-day supply operations running smoothly and compliantly.

Key Responsibilities:

Purchasing & Procurement Support

• Raise purchase orders in accordance with approved supplier lists and authorisation limits.
• Obtain and compare supplier quotations, escalating pricing anomalies or shortfalls to the Finance & Procurement Manager.
• Monitor open orders and coordinate delivery updates, discrepancies and returns with suppliers.
• Maintain accurate purchase order records within the procurement or ERP system.
• Procure regulated materials in accordance with applicable health and safety, transport, biosecurity, and import/export requirements (e.g. COSHH, the Carriage of Dangerous Goods regulations)
• Provide procurement support to overseas entities without dedicated local resource, including Djibouti and Panama.

Goods-In & Stock Management

• Receive, inspect and record deliveries, promptly reporting damaged, missing or non-conforming goods.
• Ensure regulated goods, including chemicals and biological materials, are appropriately received, labelled and stored.
• Maintain safe, organised and audit-ready stores.
• Monitor stock through regular checks and cycle counts, initiating replenishment and minimising surplus, expiry and wastage.
• Coordinate the compliant return or disposal of surplus, expired or non-conforming stock.
• Distribute incoming deliveries to the appropriate areas within the building.
• Manage the laboratory coat laundry process.

Office, Reception & Facilities Support

• Maintain a tidy, organised and welcoming reception area.
• Greet visitors, clients and suppliers in a professional manner.
• Coordinate day-to-day office operations, including office supplies, stationery and kitchen stock.
• Coordinate office maintenance and repairs, liaising with relevant service providers.
• Monitor office equipment and arrange maintenance or replacement where required.
• Maintain office records and filing systems.
• Support the People Team with employee onboarding, including workspace preparation.

Administration, Finance & Coordination

• Match delivery notes to purchase orders and invoices, promptly escalating discrepancies to Finance.
• Maintain supplier records, product catalogues and approved vendor lists.
• Provide administrative support and absence cover for the Accounts Payable function (invoice processing, supplier queries, finance credit card processing)
• Train new starters and other users of the procurement system.
• Support international shipping activities and associated documentation.
• Maintain procurement documentation and compliance records.
• Liaise with Science, Operations and Finance to understand requirements and prioritise orders.
• Support continuous improvement of procurement, stores and office processes as the business grows.
• Maintain the confidentiality of sensitive company information.
• Support maintenance of the company asset register, including purchases, locations, maintenance and disposals.

Qualifications & Experience

Essential

• Previous experience in purchasing, goods-in, stores, supply chain administration or a comparable role.
• Experience raising and processing purchase orders within a procurement or ERP system.
• Proficiency in Microsoft Office, particularly Excel, Word and Outlook.
• Strong attention to detail, particularly in data entry, stock records and documentation.
• Good working knowledge of health and safety requirements relevant to goods-in and stores environments.
• Strong communication and interpersonal skills.
• Strong organisational and time-management skills, with the ability to prioritise changing and urgent requirements.
• Ability to work independently and collaboratively as part of a team.
• Flexible and adaptable approach to changing business requirements.
• Professional manner and positive, service-focused approach.

Preferred

• Experience handling regulated goods, including chemicals, biological materials or hazardous substances.
• Working knowledge of COSHH and applicable safe handling and storage requirements.
• Exposure to import/export documentation or controlled-material procurement, such as Schedule 1 chemicals or Category B biological substances.
• Experience within a scientific, laboratory, agricultural or life sciences environment.
• GCSEs or equivalent in Maths and English.
• A relevant vocational qualification, such as CIPS Level 2 or 3, an NVQ in Business Administration, or a logistics qualification, although this is not essential.

Behavioural Requirements

• Commitment to, and passion for, the Flyttr mission and values.
• Responsive to the needs of an international business working across different time zones, adapting working patterns in line with business requirements.
• Positive, humble, co-operative, and professional at all times.
• Works with urgency and solves things promptly.
• Resilient and persistent in an innovative and constantly changing environment.
• Proactive, resourceful, and comfortable building processes from scratch.
• Values collaboration and works effectively with global colleagues.

Why Join Us?

At Flyttr, you will be at the forefront of critical global biosecurity efforts, working alongside a dynamic team of scientists, engineers, regulatory experts, and operational leaders on the front lines of some of the world's most pressing pest and public health challenges. You will have the opportunity to make a real contribution to a mission-driven organisation where every role matters and where no two days are the same.

Please note this role is full-time on site.

Flyttr is an equal opportunity employer committed to building a diverse and inclusive workplace. We welcome applications from people of all backgrounds and experiences and do not discriminate on the grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.