Office Administrator
Location: Hereford
Hours: Monday to Friday, 8:00am–4:00pm
Job type: Full-time, permanent 40 hours
Work location: Office-based
About the role
Glenmar Seafoods UK Ltd is looking for a capable and organised Office Administrator to join our UK team in our new office in Hereford.
This is a varied office-based role supporting the day-to-day running of the UK operation. The position will cover administration across imports, logistics, purchase orders, sales orders, supplier documentation, quality control support and general office organisation.
The role is intended to provide dedicated support to the operational side of the business, helping to keep information organised, make sure key tasks are followed up and reduce the amount of day-to-day administration sitting with the management team.
This is not a sales role, but the successful candidate will need to be comfortable communicating with customers, suppliers, shipping agents, cold stores, transport providers and colleagues across the business.
Main responsibilities
Imports and logistics
- Liaise with shipping agents, freight providers and other relevant parties regarding containers, imports and road freight.
- Help track import movements, container updates, deliveries and related documentation.
- Follow up on missing information, approvals and outstanding actions.
- Save and organise import and shipping documents correctly.
- Support communication between suppliers, logistics providers, cold stores and the internal team.
Purchase orders and sales orders
- Raise purchase orders accurately.
- Raise sales orders where required.
- Release orders to cold stores and transport providers.
- Help manage the process from order entry through to collection or delivery.
- Keep order records, spreadsheets and internal systems up to date.
Cold store and transport support
- Liaise with cold stores regarding stock, releases, collections and delivery instructions.
- Communicate with transport providers regarding bookings and delivery arrangements.
- Help resolve day-to-day administrative issues around collections, stock releases and paperwork.
- Make sure the correct information is sent to the relevant parties in good time.
- Follow up on outstanding confirmations and delays where required.
Supplier and product administration
- Liaise with suppliers regarding packaging, labelling and product information.
- Follow up on missing documents and outstanding supplier information.
- Help ensure supplier and product records are saved and organised correctly.
- Support general supplier administration when required.
- Assist with maintaining accurate product and packaging information.
Customer communication
- Provide customers with routine updates relating to orders, deliveries, collections and documentation.
- Respond to general customer queries in a professional manner.
- Escalate any pricing, sales or commercial matters to the appropriate person.
- Help ensure customer information is communicated clearly and accurately.
Compliance administration
- Maintain the existing filing systems for BRC, MSC and ASC documentation.
- Save compliance records correctly and keep files organised.
- Follow up on outstanding documents and administrative items.
- Assist with document control and audit preparation where required.
This role will support compliance administration but will not hold overall responsibility for compliance management.
Quality control support
- Assist with quality control administration.
- Organise and maintain reports, photographs, product checks and supplier responses.
- Support follow-up on product quality queries and missing information.
- Keep quality-related records organised and up to date.
- Escalate any product quality or food safety concerns to the appropriate person.
Social media support
- Assist with occasional company social media activity.
- Help gather product photographs, company updates and content ideas.
- Support simple posts and updates, subject to approval.
Social media will only form a small part of the role.
General office administration
- Provide general day-to-day administrative support to the UK office.
- Assist with spreadsheets, records, filing and internal organisation.
- Help keep key tasks moving and follow up on agreed actions.
- Work closely with colleagues across operations, logistics, finance and sales.
- Provide additional support to the management team where required.
About you
We are looking for someone who is:
- Organised, accurate and dependable.
- Able to manage several tasks and priorities at the same time.
- Comfortable following up on missing information and outstanding actions.
- Confident communicating by email and telephone.
- Able to work independently while also supporting a small team.
- Comfortable working in a busy environment where priorities may change.
- Confident using Microsoft Outlook, Word and Excel.
- Willing to learn new systems, products and processes.
- Able to take ownership of tasks and see them through properly.
Experience
Previous experience in office administration, order processing or operational support would be preferred.
Experience in any of the following would be helpful but is not essential:
- Logistics or transport administration.
- Purchase orders or sales orders.
- Imports or shipping documentation.
- Stock systems or order processing.
- Supplier or customer administration.
- Food distribution or manufacturing.
- Quality or compliance administration.
- Document control.
Full training will be provided for the right person.
What we offer
- Salary depending on experience.
- Monday-to-Friday working.
- Working hours of 8:00am–4:00pm
- Paid lunch hour..
- Workplace pension scheme.
- No regular weekend working.
- Full training and ongoing support.
- A varied role within a growing UK business.
- The opportunity to gain experience across imports, logistics, purchasing, quality, and compliance.
- Scope for the role and responsibilities to develop over time.
About Glenmar Seafoods
Glenmar Seafoods UK Ltd is part of the Glenmar Shellfish Group.
We import and supply frozen seafood products to customers across the UK, including foodservice, wholesale, manufacturing, and retail businesses.
The UK business works with international suppliers, shipping agents, transport providers, cold stores and customers throughout the country.
How to apply
Please apply with an up-to-date CV and a short covering note explaining why you are interested in the role and what experience you could bring to the position
Pay: From £26,437.00 per year
Benefits:
Work Location: In person
