Vacancies

Wholesale Administrator

Job Introduction

Job Purpose

To provide efficient administrative and operational support to the wholesale department, ensuring customer orders, supplier purchases, account enquiries, and standing orders are processed accurately and on time.

The Wholesale Administrator will support the day-to-day running of the department, maintain accurate records across internal systems and customer platforms, and work closely with customers, suppliers, and internal teams to deliver a high standard of customer service.

Key Responsibilities

1. Order Processing and Customer Service

• Monitor and manage the wholesale orders inbox, processing incoming orders accurately using the company's internal order management system.
• Respond promptly and professionally to customer enquiries.
• Process orders received through external ordering platforms and update their status accordingly.
• Ensure customer orders and enquiries are dealt with efficiently and in line with agreed service levels.

2. Supplier and Purchase Order Management

• Raise supplier purchase orders in accordance with internal procedures and supplier ordering instructions.
• Place non-date-specific purchase orders towards the end of the working day, ensuring orders are submitted at the appropriate time.
• Monitor outstanding purchase orders and proactively chase suppliers for delayed or undelivered items.
• Liaise with suppliers regarding stock availability, product changes and out-of-date stock affecting outstanding deliveries.
• Maintain accurate purchase order records and ensure relevant information is communicated to the appropriate internal teams.

3. Key Account Administration and Support

• Manage day-to-day enquiries from key wholesale accounts, including standing orders, deliveries, product changes, and general account queries.
• Process customer orders and maintain accurate information within the internal order management system.
• Support the coordination of customer events, working closely with the warehouse team to ensure all arrangements are completed efficiently.
• Prepare quotations for events and ad-hoc purchases outside of the standard product range.
• Process delivered items against the relevant purchase order references, ensuring orders are recorded correctly on the internal system.
• Communicate product and supply changes to the relevant suppliers and internal stakeholders.

4. Customer Account and Product Management

• Maintain accurate product information, including product codes, descriptions, and customer-specific requirements.
• Create new product codes where required, ensuring they are configured correctly to avoid unnecessary stock movements.
• Maintain and update product information sheets, including beverage and can specifications, whenever changes occur.
• Update customer ordering platforms and internal records following changes to products, suppliers, or delivery arrangements.
• Ensure changes to fruit and milk orders are reflected on the relevant customer ordering platforms.

5. Standing Orders and Customer Account Reviews

• Respond to customer enquiries relating to standing orders, scheduled deliveries, and account requirements.
• Attend monthly customer review meetings to discuss changes, operational issues, and opportunities for improvement.
• Maintain accurate standing order records and inbound delivery identification sheets.
• Prepare annual quotations and update the internal order management system and relevant records using the appropriate customer purchase order references.
• Update customer-specific pricing schemes when prices change.
• Maintain accurate records of customer product requirements, including snack box contents and product specifications.
• Communicate revised product information sheets to the relevant internal stakeholders.

6. Inbound Delivery and Stock Administration

• Monitor inbound delivery identification requirements and request new identification references in line with expiry dates.
• Maintain accurate inbound delivery records, updating the relevant systems and spreadsheets whenever details change.
• Ensure the internal order management system reflects the latest inbound delivery information.
• Update customer-specific product ordering arrangements when changes occur, including milk and other regularly supplied products.

7. Systems and Data Management

• Maintain accurate and up-to-date information across internal systems, customer portals, and spreadsheets.
• Ensure all orders, quotations, product changes, and purchase order references are recorded correctly.
• Identify and resolve discrepancies between customer orders, supplier information, and internal records.
• Follow established procedures for managing stock, product codes, pricing, and customer account information.

Skills and Experience

• Previous experience in an administrative, customer service or order processing role.
• Strong organizational skills and the ability to manage multiple tasks and deadlines.
• Excellent attention to detail and a high level of accuracy.
• Good written and verbal communication skills.
• Confident using Microsoft Office, particularly Excel, and comfortable working with internal systems and online ordering platforms.
• Ability to communicate professionally with customers, suppliers, and colleagues at all levels.
• A proactive approach to problem-solving and following up outstanding orders and enquiries.
• Ability to work independently while contributing positively to a wider team.

Personal Attributes

• Reliable, professional, and well organized.
• Customer-focused, with a commitment to delivering excellent service.
• Proactive and able to use initiative when resolving issues.
• Flexible and adaptable in a busy working environment.
• A team player who is willing to support colleagues and other departments when required.

Key Working Relationships

• Wholesale Manager and wholesale team.
• Customers and key account contacts.
• Suppliers and external service providers.
• Warehouse and operational teams.
• Purchasing, finance and other relevant internal departments.

Overall Objective

To ensure the smooth and efficient administration of the wholesale department by maintaining accurate records, processing orders, and purchase orders promptly, supporting key customer accounts and delivering a consistently high standard of customer service.