Stores Administrator

Vianet Group; North East; Hybrid; GBP 21,000 - 26,000; Full time

Job summary

Vianet Group is seeking a Stores Administrator to manage stock, orders and device preparation, ensuring accuracy from order initiation through to handover to technical onboarding. You will be the go-to person for keeping stock, orders and devices organized and moving through each stage efficiently.

You will work with multiple teams to maintain accurate records, process despatches, returns and device traceability, and uphold data integrity across systems while supporting administrative workflows

Qualifications

• Experience handling stock, orders and device preparation with good data accuracy.
• Proficient in MS Excel and business systems; experience with Sage 200 advantageous.
• Strong organisational skills, attention to detail and ability to document processes.
• Excellent written and verbal communication; able to coordinate with multiple teams.

Responsibilities

• Prepare devices and orders for handover to technicians, ensuring completeness.
• Maintain accurate stock, customer, order and device records in systems.
• Administer paperwork, spreadsheets and electronic records for Stores activity.
• Input and maintain documentation, ensuring proper authorization and filing.
• Process stock transactions and escalate discrepancies to Hardware Technician.
• Coordinate information across teams before setup starts.
• Handle despatch/shipping administration and related records.
• Support returns processing and routing for technical assessment.
• Maintain serial numbers and asset traceability records.

Skills

Stock management

Order processing

Device preparation

Data entry

Excel

Sage 200

Documentation control

Cross-team coordination

Attention to detail

Communication skills

Tools

Sage 200

Excel

Job description

Vianet is looking for a Stores Administrator to join our team, playing a key role in ensuring the smooth and efficient management of stock, customer orders and device preparation. As our business continues to grow, we’re looking for someone who can bring structure and coordination to the processes that keep our operations moving. You’ll be at the heart of the journey from order initiation through to technical onboarding, making sure stock is accurately managed, customer orders are processed efficiently, and devices are prepared and ready when needed. Working closely with teams across the business, you’ll help ensure information is accurate, processes run smoothly and every order progresses through the required stages on time. You’ll be the go-to person for keeping things organised and on track, helping to ensure stock, orders and devices move seamlessly through each stage of the process.

Key Skills, Knowledge & Experience:

• Own the administrative preparation of devices and orders before handover to the Hardware Technician for technical onboarding.
• Ensure customer, order, device and stock information is complete, accurate and available in the relevant systems.
• Administer paperwork, spreadsheets and electronic records required to support Stores and Hardware activity.
• Ensure the accurate input and maintenance of documentation, confirming information is complete, correctly recorded, appropriately authorised and filed or stored in the correct location.
• Process agreed stock administration transactions and maintain accurate system records, escalating physical or system discrepancies to the Hardware Technician.
• Co-ordinate order and device information with internal teams so technical requirements are clear before setup begins.
• Prepare and maintain despatch/shipping administration and retain supporting records where required.
• Support the administration of returned goods by recording receipt/status information and routing items for technical assessment.
• Maintain accurate records for serial numbers, asset/device details and other traceability information.

Essential skills and experience you’ll need to thrive in this role……

• Computer literate with the ability to process information quickly and accurately, particularly using Excel and business systems.
• Strong administrative, organisational and time management skills.
• High attention to detail and commitment to data accuracy and document control.
• Experience of Sage 200, stock-control – advantageous.
• Good numerical skills and confidence working with stock, serial number and transaction data.
• Effective written and verbal communication skills.
• Ability to co-ordinate information across multiple teams and follow tasks through to completion.
• Warehouse, stores, fulfilment or technical administration experience - advantageous.
• Able to build effective working relationships with people at all levels.