To provide comprehensive administrative support across the business, ensuring the efficient operation of office functions while delivering excellent customer service. The Office Administrator will support customers, sales teams, warehouse operations, transport, suppliers, and management through accurate administration, effective communication, and the maintenance of company systems and records.
The role is integral to ensuring the smooth flow of information throughout the business and maintaining high standards of customer service, data accuracy, and operational support.
Key Responsibilities
Customer Service & Sales Support
- Answer incoming telephone calls professionally and direct enquiries appropriately.
- Process customer orders accurately and efficiently.
- Assist with customer enquiries relating to orders, deliveries, stock availability, invoices, and account matters.
- Support the telesales function during busy periods by taking sales calls and processing customer orders.
- Process customer credits, refunds, and card payments in accordance with company procedures.
- Build and maintain positive relationships with customers through professional communication and service delivery.
Sales Administration
- Provide administrative support to the external sales team.
- Maintain customer information and activity records within CRM and business systems.
- Assist with customer follow-up activities and sales-related administration.
- Support the preparation of reports, customer information, and sales documentation as required.
Administration & Data Management
- Create and maintain customer, supplier, and product records.
- Ensure accurate and timely data entry across company systems.
- Maintain pricing information, promotions, and product data where required.
- Produce reports and management information as requested.
- Maintain electronic and physical filing systems in accordance with company procedures.
- Ensure company records remain accurate, organised, and up to date.
Operational Support
- Work collaboratively with warehouse, transport, purchasing, and sales departments.
- Assist in resolving stock discrepancies, customer queries, and administrative issues.
- Liaise with suppliers, customers, and internal departments to obtain and communicate information.
- Support management with operational reporting and administrative requirements.
Systems & Technology
- Use company software systems and databases effectively.
- Provide basic first-line assistance with routine IT and system-related queries where appropriate.
- Assist in the testing and implementation of new systems, processes, and technology improvements.
- Support the continuous improvement of administrative processes and procedures.
General Duties
- Monitor and manage shared email inboxes where required.
- Prepare correspondence, reports, and business documents.
- Attend meetings and training sessions as required.
- Maintain confidentiality regarding company, customer, supplier, and employee information.
- Undertake additional duties reasonably requested by management that are consistent with the nature and level of the role.
Knowledge, Skills & Experience
Essential
- Previous experience in an administrative or office-based role.
- Excellent verbal and written communication skills.
- Strong organisational and time management abilities.
- Ability to prioritise workload and meet deadlines.
- High level of accuracy and attention to detail.
- Professional and customer-focused approach.
- Ability to work independently and as part of a team.
- Proficient in Microsoft Office 365, including:
- Outlook
- Word
- Excel
- Teams
Desirable
- Experience within wholesale, distribution, logistics, foodservice, or FMCG environments.
- Experience using CRM systems.
- Knowledge of Microsoft Forms, Power Apps, Power Automate, and SharePoint.
- Experience producing reports and analysing operational data.
- Basic understanding of business systems and databases.
Key Competencies
- Customer Focus
- Communication Skills
- Teamwork & Collaboration
- Attention to Detail
- Problem Solving
- Organisation & Planning
- Accountability
- Adaptability
- Professionalism
Working Hours
Standard Hours:
Monday to Friday, 8:30am to 5:00pm
(30-minute unpaid lunch break)
Seasonal Hours:
Monday to Friday, 8:30am to 5:30pm
(30-minute unpaid lunch break)
Additional hours may be required during peak trading periods to meet operational requirements.
Performance Measures
Performance will be assessed against:
- Accuracy of data entry and administration.
- Customer service standards.
- Order processing accuracy.
- Timeliness of task completion.
- Communication and teamwork.
- Attendance, reliability, and professionalism.
- Contribution to continuous improvement initiatives.
Pay: £26,500.00 per year
Benefits:
- Company pension
- Free parking
- On-site parking
Work Location: In person
