Fulfilment Administrator

Job title: Fulfilment Administrator

Location: Nottingham (office based)

Salary: £25,000 p/a - £27,000 p/a (DOE)

Benefits: Private Healthcare, Pension, 25 days holiday rising to 30 over 5 years, Group Life Insurance, Income Protection, Gym Discounts, Free Fuel Fridays, Employee of the Quarter, Employee Referral program and many more

Are you highly organised, proactive, and passionate about delivering top‑tier customer service? XMA is growing, and we’re looking for a Fulfilment Administrator to join our dynamic Supply Chain team. This is a fantastic opportunity to be part of a forward‑thinking organisation where your work directly contributes to seamless customer journeys and business success.

Join XMA - a leading UK technology solutions company partnering with the biggest names in the industry. Established in the 80’s, XMA has grown to become one of the top ten largest value-added resellers in the UK. Today, we’re an independent UK company with full geographic coverage – and our skilled workforce serves a diverse customer base across the public and private sector. We win awards for our ability to help organisations and users achieve more with technology. We specialise in realising individual ambitions to transform and evolve. We consult, define, adapt and deliver on real-life outcomes. We collaborate closely to bring that positive impact home.

What You’ll Be Doing: Fulfilment Administrator

Oversee end‑to‑end fulfilment for key customers, ensuring orders are delivered within agreed SLAs and KPIs.
Communicate with suppliers, track order progress, and proactively manage backorders.
Manage inventory in line with customer demand, analysing run rates and pipelines to ring‑fence or order stock in advance.
Respond to inbound queries within a 4‑hour SLA, delivering exceptional service across email, tickets, and other channels.
Maintain high accuracy in documentation, record keeping, invoicing, and month‑end processes.
Support procurement and internal teams, particularly with sourcing alternatives for constrained or end‑of‑life products.
Work closely with procurement, fulfilment, and sales teams to ensure orders are placed correctly and delivered on time.
Champion XMA values, embodying professionalism, teamwork, and excellence in every interaction.
What We’re Looking For: Fulfilment Administrator

GCSE‑level education.
Good communication skills, both written and verbal – you’ll be speaking with suppliers and colleagues daily.
Confidence using IT tools such as Excel, Word and Outlook
Strong attention to detail – you’re careful, accurate and take pride in doing things right.
Experience within an office, administrative, supply chain or procurement environment
Willingness to learn with a continuous improvement mindset.
Familiarity with stock systems, ERP Platforms (not essential but a desirable!)
We’re proud to be recognised as a Disability Confident Level 3 Employer—the highest level in the UK Government’s scheme. This reflects our ongoing commitment to fostering an inclusive, supportive culture where everyone has the opportunity to thrive. Through our inclusive recruitment practices, we ensure that individuals with disabilities are given fair and equal access to opportunities within our organisation. As part of this commitment, we participate in the Guaranteed Interview Scheme, which offers an interview to any candidate with a disability who meets the essential criteria for the role.

We will ensure that individuals who have a disability are provided reasonable accommodation, to enable full participation in the job application and interview process. If you have any such requirements, please do not hesitate to contact us on our email which is (url removed), we will be happy to action your requests.

Keywords: Procurement, Post Sales, Administrator, Supply Chain, Administrative, Negotiations, Purchase orders, Inventory management, order processing, Invoices, Logistics Administrator, Nottingham, Junior Level, Operations