Purchase Order Administrator

Purchase Order Administrator

OKA Direct LTD, Oxfordshire, England, United Kingdom - Supply Chain

About this position

Founded over 20 years ago by three entrepreneurial women with a passion for beautiful, practical and comfortable homes, OKA is more than a furniture and homeware retailer: it is a love affair with living well.

We inspire people to confidently create a home that reflects their personality, a space where nothing should be too precious or perfect to be enjoyed with family and friends. British born, today we have 15 stores across the UK - an established interior design and trade business, a mail order service and a thriving website.

We are currently looking to recruit a full time Purchase Order Administrator to support our Merchandising team, based at our Head Office in Milton Park, Abingdon.

The Purchase Order (PO) Administrator is responsible for managing the end to end purchase order process. This role ensures that all goods and services required by the company are ordered accurately, tracked efficiently, and delivered on time. The PO Administrator serves as the primary administrative link between internal departments and external vendors, maintaining meticulous records and ensuring compliance with company procurement policies.

Key Responsibilities

• Review incoming purchase requisitions for accuracy, verify budget approvals, and generate formal purchase orders using the company ERP system.
• Process receipts from 3rd Party Warehouse.
• Transmit purchase orders to vendors, secure order acknowledgements, and confirm pricing and delivery dates.
• Monitor outstanding orders, identify potential delivery delays, and proactively contact suppliers to resolve fulfilment bottlenecks.
• Update inbound shipment dates and support freight forwarder(s) regarding container/adhoc deliveries.
• Cross reference purchase orders against physical delivery receipts and supplier invoices to verify quantities and pricing before routing to Accounts Payable.
• Maintain and update supplier master data, pricing files, and tracking logs within the internal database.
• Investigate and resolve discrepancies regarding short shipments, damaged goods, price variances, and incorrect invoices.

About You

• Ideally experience in an administrative, purchasing, inventory control, or data entry role.
• Experience with Enterprise Resource Planning (ERP) software (e.g., SAP, Oracle, NetSuite) is preferred but not essential and proficiency in Microsoft Office, particularly Excel (VLOOKUPs, data filtering).
• Exceptional accuracy in processing high volumes of numerical data, part numbers, and complex specifications.
• Strong verbal and written communication skills for professional vendor management and internal team collaboration.
• Ability to analyse invoice discrepancies and independently resolve minor supplier disputes.
• A polite and positive manner.
• Actively seeks continuous personal improvement in the work environment.
• Ability to adapt in a fast moving business, taking on new challenges and responsibilities.
• Passion for the OKA brand.

Our Benefits Package

• 33 days holiday (including bank holiday entitlement), pro rated, plus Length of Service increases.
• Day off for your birthday.
• Health Cash Plan.
• Enhanced Maternity Pay.
• Employee Assistance Programme.
• Eligibility for a discretionary company Bonus Scheme.
• Discounts on 60+ UK retailers via the My OKA benefits platform.
• Additional employee benefits including company pension scheme, life assurance cover, free eye tests, cycle to work scheme, interest free travel loans, social events, online wellbeing centre and more.

If successful you will become part of the OKA family, a fast paced and dynamic business.