Inventory & Operations Assistant | £28,000 - £32,000 | 5 days office based | Perm 

About Us

One of our clients, a founder-lead business based operates within the international collectibles market. Over the past ten years, they have earned a strong reputation for discretion, specialist knowledge and trusted advisory relationships with both private and corporate clients worldwide.

The business is now entering a new stage of growth and the internal operations to support team is growing to support these ambitious growth plans.  The business is small and the team is close knit. They value accuracy, dependability and accountability and maintaining exceptional standards is part of their everyday culture.

Role Overview
They are looking for a highly organised and detail-focused Inventory & Operations Assistant to oversee the intake, recording, imaging and movement of products within the business.

This role ensures that every item received is correctly logged, carefully checked for condition, professionally photographed and processed through our internal systems before progressing to the next stage. The position combines administrative system work with practical tasks including lightbox photography, packing and dispatch, requiring regular movement between office-based work and basement fulfilment areas.

It is a structured operational position requiring consistency, precision and personal responsibility. The work involves ongoing, process-driven tasks, so the ideal candidate will be comfortable maintaining concentration and accuracy over sustained periods.

You will play an important role in protecting stock accuracy, digital record integrity and overall presentation standards.

Key Responsibilities

Inbound Product Processing
• Receive and manage all incoming stock, consignments and sourced items
• Verify items against descriptions and assess reported condition
• Record accurate intake information
• Input all items into internal inventory systems

Inventory Management & Reconciliation
• Maintain precise stock records across internal platforms
• Conduct regular stock checks and reconciliations
• Investigate and report discrepancies, damage or missing items
• Assist with monthly stock takes
• Ensure physical stock consistently aligns with digital records

Authentication Support & Process Control
• Prepare incoming items to meet internal authentication standards
• Ensure condition reports and imagery meet evidential requirements
• Maintain accurate chain-of-custody documentation from intake to review
• Handle all items with discretion and confidentiality

Pre-Authentication Quality Checks
• Carry out detailed visual inspections using internal guidelines
• Document clear and consistent condition notes
• Escalate any issues before items move forward

Product Photography & Digital Organisation
• Photograph each item using a lightbox setup
• Capture required angles and detailed close-ups
• Upload images to Dropbox following strict naming protocols
• Maintain complete and well-structured digital files for every item

Dispatch & Outbound Preparation
• Pick and prepare items for shipment
• Cross-check items against system records prior to release
• Package products to premium presentation standards

General Operations Support
• Keep storage areas orderly and well maintained
• Assist with operational process improvements
• Collaborate with the wider team to uphold authentication and quality control standards

Working Environment
We operate in a fast-paced setting where priorities can evolve quickly. As a small team, every role has meaningful impact on overall performance and efficiency.

This position requires adaptability, practical problem-solving and a willingness to take ownership. You should be comfortable stepping beyond narrow task boundaries when needed, remaining composed under pressure and focused on achieving results.

The successful candidate will enjoy working in a dynamic environment and take genuine pride in maintaining outstanding operational standards.

Growth & Development
As the business continues to expand, we are strengthening our operational foundations for the long term. For the right individual, there will be opportunities to assume greater responsibility and develop further within operations and authentication as the company grows.

Requirements
• At least 2 years’ experience in retail stock control, inventory management, operations or data entry roles
• Exceptional attention to detail and high personal standards
• Strong Microsoft Office skills, particularly Excel
• Comfortable handling delicate or high-value items
• Able to follow structured, repeatable processes with consistency
• Calm and focused in a fast-paced environment
• Confident using iPhone and lightbox photography setups

REF: JGA/161107