Operations Administrator

Job title: Operations Administrator

Department: Walter Geering

Line Manager: Managing Director

Location: Cobbs Wood House, Ashford, Kent

Hours:09:00 – 17:30, Monday to Friday, with 1 hour for lunch



Specific Responsibilities:


  • Process all sales orders using Sage software
  • Monitor stock levels using data sheets and stock forecasting spreadsheet, maintaining minimum stock levels at all time
  • Process all purchase orders with suppliers using sage software and office outlook
  • Liaise with suppliers where any issues occur with delivery times or product quality
  • Ensure lead times are communicated to the sales team and adhered to by suppliers
  • Liaise with non-UK suppliers and freight forwarders to ensure goods are purchased, manufactured, and shipped economically and efficiently
  • Source new products where required and always strive to achieve the best possible price and delivery terms
  • Set up codes on sage system for new products
  • Assist sales and marketing with determining goods to be sold and pricing strategies
  • Assist sales with managing projects, call offs and quotes before they expire
  • Liaise with domestic couriers and forwarders to arrange for pallet deliveries and where unusual quantities are forecasted to dispatch
  • Complete end of day procedure on Sage software, including posting invoices to the system, checking dispatches against courier manifests, and running commission reports
  • Collate sales figures and send to all staff and directors at the close of each day
  • Arrange for bespoke welcome packs to be created and dispatched when required
  • Monitor quality of courier services and report any issues in a timely manner
  • Aid accounts staff and management team in construction of board of directors’ reports
  • Establish and maintain credible, professional relationships with trade clients to help fuel sales growth
  • Track & resolve issues and conflicts, removing barriers, and report to managing director
  • Conducts and oversee quarterly and annual stock takes to maintain stock accuracy
  • Identify trends and assess opportunities to improve processes
  • Stay up to date on industry regulations, trends, and technology
  • Upload and maintain product information onto the Cosmetic Products Notification Portal (CPNP)
  • Liaise with sales team any product or price changes
  • Manage day to day business of the operations department while balancing the responsibilities of various business lines such as business analysis and risk management
  • Anticipate and track operational and tactical risks and provide strategic solutions.
  • Oversee operational systems, processes, sage functionality while looking for opportunities to improve or revise
  • Any other duties reasonably asked of you for the benefit of the company


Job Requirements:


  • Strong organizational skills
  • Strong ability to prioritise
  • Strong presentation and communication skills – verbal and written
  • Good computer skills
  • Strong working knowledge of office suite, particularly excel
  • Good level of knowledge of Sage software helpful but not essential
  • Strong interpersonal skills to work with internal teams and external suppliers and customers
  • Analytical and logical with good numerical skills
  • A fast and creative problem solver
  • Self-motivated, able to work on own initiative
  • High level of customer service orientation
  • Good ability to multitask
  • Change orientated to make business improvements
  • Willing to put in the hours as and when required

Apply for Operations Administrator