We are looking for an organised and enthusiastic individual to help coordinate the sale and dispatch of over 15,000 tonnes of Cornish-grown potatoes each year at our busy, family-run farming business.
ABOUT PENGELLY FARMS LTD
We are a family-owned farm business operating across more than 2,500 acres of land throughout Cornwall. We specialise in growing potatoes, maize, and other energy crops, producing salad potatoes for customers across the UK and Europe. Our business is fast-paced, seasonal, and varied, with a reputation for high-quality produce and strong working relationships.
THE ROLE
The Office & Sales Coordinator plays a central role in helping to keep the farm's operations running smoothly. This is a fast-paced position that blends sales administration, logistics coordination, office organisation, and team support. It requires someone proactive, organised, and comfortable wearing multiple hats.
You will act as a key contact for customers, hauliers, and staff — helping to ensure accurate documentation, smooth dispatch of produce, and timely communication across all parts of the business.
KEY RESPONSIBILITIES
Sales & Order Administration
- Receive and process daily customer orders via phone and email, including from wholesalers, supermarkets, and export customers.
- Coordinate haulage and delivery schedules to ensure orders are fulfilled accurately and on time,
- Produce and issue delivery notes, pallet labels, and invoices,
- Maintain sales spreadsheets and customer records,
- Support traceability and customer specification compliance.
General Office Administration
- Answer incoming calls and emails; provide a professional first point of contact,
- Maintain digital and paper filing systems,
- Monitor and organise stocks of stationery, PPE, and other office consumables,
- Track and log staff hours, holidays, and ad-hoc forms (e.g. accident forms, return-to-work notes)
- Keep communal office spaces tidy, stocked, and functional.
Logistics & Dispatch Coordination
- Book and confirm hauliers for potato loads - both bulk and palletised,
- Prepare load-out instructions for grading & packing staff, forklift drivers and dispatch staff,
- Maintain haulage schedules and ensure relevant compliance (e.g. CMR notes, export docs)
- Flag delays, quality issues, or paperwork errors to the farm management team.
Compliance & Auditing Support
- Assist in preparation for farm assurance and audit visits (Red Tractor, GlobalGAP, etc.),
- Keep digital audit folders up to date with certificates, checklists, and reports,
- Monitor and flag missing or non-compliant records (e.g. seed certificates, tractor checks),
- Update internal SOPs and procedural documents where required.
Reporting & Planning
- Update weekly sales logs, harvest movement trackers, and stock reports,
- Support crop dispatch, quality control and yield reporting,
- Help prepare seasonal forecasting documents and crop allocation summaries with the farm management team,
- Work with department managers to prioritise admin workload based on season and enterprise,
WHO YOU’LL WORK WITH
You will report to the directors and work closely with:
- Farm Staff (UK and Non-UK),
- Technical Manager,
- Accounts Manager,
- Hauliers and delivery drivers,
- External customers and suppliers,
- Auditors and assurance bodies,
WHAT WE'RE LOOKING FOR
Essential:
- Excellent organisational and administrative skills,
- Strong IT skills – Microsoft Excel, Word, Outlook,
- Ability to prioritise tasks and work independently,
- Confident communicator (written and verbal),
- Calm under pressure and in time-critical situations,
- Attention to detail and commitment to accuracy.
Desirable:
- Agricultural background or interest in farming,
- Basic understanding of produce handling, labelling, and dispatch,
- Experience in logistics, admin, or customer service,
- Familiarity with traceability and farm assurance.
If this role sounds like a good fit and you're excited to get stuck in, we'd love to hear from you!
Please email [email protected] with:
- Your up-to-date CV
- A short covering note telling us a bit about yourself and why you think you'd be a great addition to the team.
We look forward to hearing from you soon!
Job Type: Full-time
Pay: From £30,000.00 per year
Benefits:
Work Location: In person
