The Administrator (A) is a key role within the business, someone highly organized who has a handle on what is happening in all Departments and can turn their hand to different tasks as needed. They represent the Farm to the public by being the first point of contact for calls and emails. They handle sensitive data in a professional manner, are IT literate, and gladly lend a hand to their colleagues during busy periods.
The Administrator will report to the Admin Co-ordinator (AC) for daily tasks, overall line manager is the Operations Manager. New responsibilities may be added to the role by the directors as the business evolves.
The Administrator will keep regular hours and some overtime may be required during busy period throughout the year. The A & AC will ensure their hours cover the core hours of the business of 8:30am-4pm across Mon-Fri.
Areas of Responsibility:
· Customer Service
· Record Keeping
· Diary Management
· Office Supplies Management
· Stock Management
· Staff Onboarding
Customer Service:
· Answer the Farm phoneline & ensure voicemail message is kept up to date
· Handle web & telephone enquiries, meeting customer expectations with prompt response times
· Together with the AC, ensure all outlook accounts (orders, enquiries, growing, admin & accounts) are well organized & maintained
· Provide exceptional customer service pre & post-sales
· Liaise with other departments to solve customer queries ie. for horticultural queries liaise with the horticulture team if necessary
· Handle complaints or issues in a professional manner to find a resolution and uphold the good standing of SDCF’s brand
· Use card payment systems to take payments & issue refunds when required
· Forward any business opportunities to the Business Development Co-ordinator
· Escalate any food safety or food quality issues to the Operations Manager
· Ensure GDPR compliance across all channels
Record Keeping:
· Assist the Admin Co-ordinator with basic bookkeeping tasks such as keeping on top of invoices using Xero
· Ensure purchase orders are entered accurately and supporting paperwork uploaded to Xero
· Flag any bespoke B2B orders to the Fulfilment Manager (ie. international shipments, Selfridges).
· Help the Management team keep track of SALSA paperwork from the various departments, ensure everything is filed and saved correctly
· Ensure sensitive paperwork is disposed of correctly
· Attend and take minutes during meetings as required
· Keep an accurate log of order discrepancies and raise with the Fulfilment Manager
Diary Management:
· Keep track of events at the Farm and elsewhere that team members need to be aware of and ensure the team are ready for such events
· Help with booking accommodation/transport etc as required for events
· Support the Management team with their diary management using Outlook
· Welcome visitors to the site, organize food & drinks if neccessary
Office Supplies Management:
· Take note of supply requests from team members & liaise with Operations Manager to place orders / manage budget as required
· Keep the stationary cupboard well stocked with the basics at all times
Stock Management:
· Assist the team in keeping stock levels up-to-date on the website to prevent loss of sales or backordering
Staff Onboarding:
· Support new members of staff by ensuring they have the right paperwork and have had the correct induction
· Scan and file sensitive paperwork
Other:
· Perform other duties during busy times across the business as required including support in the warehouse, shop & outdoors
· Provide cover for shop team lunch breaks
· Help with basic marketing requirements & suggest ideas based on customer queries and feedback
· Share in communal areas cleaning rota
· Use Word and Excel to print labels for products
· Use Shopify website to run reports and lists for team members as required
· Help with other adhoc admin projects as required
Desired skills:
· Excellent attention to detail is essential
· Good organisation & time management is key
· Highly confident using I.T. systems such as Excel and Word; experience of Xero would be beneficial
· Comfortable working in a fast-paced environment
· Good team player willing to support colleagues & liaise across the business
· Quick learner with a positive can-do attitude
Pay: From £13.26 per hour
Benefits:
- Employee discount
- Free parking
- On-site parking
Work Location: In person
