Purchasing Operations Officer

Big Potato Games | B Corp™; Greater London; On-site; GBP 30,000; Full time

Job summary

A creative games company in Greater London is seeking a Purchasing Operations Officer to streamline product and purchasing data. The role involves managing product codes, purchase orders, and ensuring efficient order fulfilment. Candidates should be proficient in Microsoft Office and Google Workspace, with strong communication skills. Experience working in operations or with inventory management systems is desirable. This position offers a salary of £30,000 per annum and includes various benefits like a holiday bonus and healthcare support.

Benefits

Holiday bonus

Bupa Healthcare

Discounted gym memberships

Monthly yoga

Casual dress

Company events

Cycle to work scheme

Qualifications

• Experience with inventory management systems preferred.
• Proficiency in Excel, Google Docs, and Google Sheets.
• Confident in communication with stakeholders.

Responsibilities

• Manage product codes and shipping documents.
• Coordinate purchase orders and fulfilment.
• Create shipping documentation for international orders.

Skills

Microsoft Office

Google Workspace

Communication

Organizational Skills

Data handling

Tools

SAP Business One

Quickbooks

Job description

What's the role?

We're on the hunt for a Purchasing Operations Officer to join our Operations team. This role will be responsible for ensuring the smooth flow of product and purchasing data across global operations from creating and cataloguing product data through to International order management. This will include creating and managing product codes, barcodes, and shipping documentation while creating and coordinating international purchase orders and ensuring the efficient execution of international ex‑factory order fulfilment.

You’ll also work closely with teams across Sales, Finance, Freight Forwarders and 3PL warehouses, reporting directly to the Head of Operations.

Salary: £30,000 Per annum

What will you be doing?

Operations Product Data Management

• Responsible for creating Product Codes and Barcodes, logging them on the Product Data Management System along with the upkeep of any other associated data as required.
• Shipmark creation: Creates ship marks for products as required, checking barcodes as required.

Purchasing Admin

• Assisting the Demand Planner in creating and sending Purchase Orders for the UK, US, Germany and Canada to the factories for the start of the month to ensure production schedule remains on track.
• Responsible for creating and emailing International purchase orders to factories as directed by the International Sales team, tracking Cargo Ready Dates and ensuring all purchase orders are tracked correctly on the Shipment Tracker.
• Ordering RFID labels as well as any other unit/carton labels to the factories when required by customer, working with the Retail Operations manager to ensure requirements are adhered to correctly.
• Forecasting and tracking stock for spare parts globally.

International FOB & Ex‑Factory Order Coordination

• Liaising with Customers / Forwarders to ensure Ex‑Factory orders are collected by Customers Freight Forwarders.
• Create and provide shipping documentation for Customers as required – Commercial Invoice, Packing List, COO and Packing Declarations.
• Organising Consolidations with Factories and 3rd Party Consolidation Providers in China. Ensuring bookings are made in a timely manner for consolidations at China 3PL to minimise storage charges with Customer Freight Forwarders.
• Managing any post handover documentation to ensure product is invoiced on time.

Global Buys Admin

• Assisting to create shipping documents for Global Buys for customers buying FOB and shipping to multiple locations internationally requiring labels.
• Assisting with approving and tracking Forwarders Cargo Receipts.

Warehouse & Shipping Invoice Processing and Reporting

• Assisting weekly to ensure all ex‑factory consolidation warehouse invoicing is logged and tracked correctly. Assisting with UK, US and DE warehouse invoicing as required.
• Working with the Shipping Manager to ensure all shipping invoicing is logged and tracked and kept as up to date as possible.

Order Fulfilment

• Assisting when required with Shipping samples for the Production team from the office.

Requirements

What is Essential

• Highly proficient and experienced with Microsoft Office (especially Excel) and Google Workspace (Google Docs, Google Sheets) – competent with basic formulas, Xlookups, Pivot Tables.
• Confident strong communicator who can easily interact with key stakeholders in meetings and over email, both internally and externally.
• Flexible approach and the ability to work using your own initiative.
• High level of organisation with great attention to detail.
• Fast learner with the ability to pick up new systems and processes.

What is Desirable

• 2 Years experience working in Operations or Administration.
• Experience of working with Warehouses, Retail and Stock Management.
• Experience of working with Inventory Management Systems (e.g. SAP Business One, Quickbooks etc).
• Data handling experience.
• Someone who loves board games!

We're committed to building a team that reflects a wide variety of backgrounds and perspectives, and we encourage applications from underrepresented groups.

Benefits

• £500 holiday bonus & lots of free board games.
• Bupa Healthcare plus Employee Assistance Programme – Counseling.
• Discounted gym memberships.
• Monthly yoga.
• Casual dress.
• Company events.
• Cycle to work scheme.