Supply Chain Administration Assistant
Location: Hybrid – Alpha Tower, Birmingham City Centre and Home Working
About Probrand
At Probrand, we’re entering an exciting new phase of growth — and there’s never been a better time to join us.
We’re a digitally led IT solutions provider that’s transforming the way organisations buy and manage technology. Our award-winning digital procurement platform is at the heart of everything we do, helping customers streamline IT procurement, enhance spend control, and unlock value through automation, data, and integration.
But we’re not stopping there.
Our vision is to grow through digital leadership — and we’re building a team of smart, motivated people to help make that happen. We’re passionate about innovation, and we thrive on making a measurable difference for our customers.
At Probrand, you’ll be part of a collaborative, forward-thinking culture where ideas are valued, contributions are recognised, and career growth is real. If you’re excited by the idea of working at the intersection of technology, customer success, and digital transformation, we’d love to hear from you.
Purpose of the Role
Do you have B2B Buying/IT Customer Service Experience?
The Supply Chain Administration Assistant plays a crucial role in the end-to-end delivery of Probrand’s supply chain operations — with a particular focus on owning and managing the customer returns process. This person works directly with customers to arrange and facilitate product returns while ensuring a fast, helpful, and solution-oriented experience.
They also provide vital support to internal sales teams by fulfilling 'Ask Support' requests, which includes engaging with suppliers and vendors to source appropriate products, negotiate pricing, and return competitive quotes.
This is a customer-focused, digitally supported role that requires excellent communication, organisation, and speed — all while maintaining a high level of service quality and accuracy.
Responsibilities
- Own and manage the full customer returns process, acting as the key point of contact for return requests.
- Liaise directly with customers to arrange collections or returns efficiently, providing timely and clear updates throughout.
- Maintain accurate records of all returns and ensure timely resolution with suppliers and vendors.
- Deliver a consistently helpful, fast, and efficient customer experience aligned with Probrand’s service values.
- Process manual purchase orders and direct ship orders accurately, ensuring all details are captured within the system.
- Work closely with suppliers and vendors to coordinate dispatches, lead times, and resolution of delivery issues.
- Assist with invoice queries, raising and logging supply chain-related errors for review.
- Fulfil inbound 'Ask Support' requests from the internal sales team — sourcing appropriate products based on customer needs.
- Engage with suppliers and vendors to obtain pricing, availability, and lead times.
- Negotiate competitive pricing where possible and submit timely, well-presented quotations back to the sales team.
- Ensure all transactions, returns, and communications are accurately logged in Probrand’s digital systems (CRM).
- Contribute to the improvement of digital workflows by identifying recurring issues or process gaps.
- Build strong working relationships with suppliers, vendors, and key internal stakeholders.
- Provide administrative support across the supply chain team as needed, including cover during holidays or high-volume periods.
- Support in booking logistics, tracking shipments, and general supply coordination duties.
- Returns Management Expertise – Demonstrates end-to-end control over the returns process with a customer-first mindset.
- Customer Service Focus – Provides clear, empathetic, and solution-oriented support to both internal and external customers.
- Speed & Accuracy – Delivers fast responses with strong attention to detail and minimal errors.
- Product & Pricing Awareness – Able to understand product specifications and assess commercial fit for customer needs.
- Negotiation Skills – Capable of securing competitive pricing from suppliers to support sales margins.
- ERP & CRM Proficiency – Confident using digital systems to track orders, log updates, and maintain supply data integrity.
- Organisational Excellence – Handles a high volume of tasks with structure and clarity.
- Customer-Centric – Always puts the customer experience first in how returns and support are handled.
- Helpful & Responsive – Quick to act and eager to resolve queries in a constructive, professional way.
- Calm Under Pressure – Manages returns and issues with composure and a focus on resolution.
- Engaged – Proactively communicates with suppliers, vendors, and team members to maintain flow of information.
- Detail-Focused – Tracks tasks diligently, ensuring that nothing is missed across multiple systems.
- Team-Oriented – Understands how their role supports sales, supply chain, and the wider business goals.
- Join a digitally innovative and rapidly growing IT solutions company with a unique value proposition.
- New city centre office including an onsite café, free access to gym, and shower facilities.
- Supportive, collaborative culture with ongoing development opportunities.
- Comprehensive benefits package including pension scheme, holiday trading, life insurance, discounted tech, hybrid working.
