The Customer Service & Procurement Administrator is responsible for recording customer orders, confirming delivery requirements, checking stock availability, and passing accurate load details to the Transport Planning Administrator.
The role also supports procurement by monitoring key consumables such as plastic, bags, labels, pallets, packaging, and other supplies required for production and dispatch.
This role helps create a clear link between customers, sales, production, stock control, purchasing, and transport.
Location: Head Office, Portglenone.
Key Responsibilities
Customer Service & Order Administration
- Record customer orders accurately and promptly.
- Confirm all key order details, including customer name, delivery address, contact details, products, quantities, required delivery date, and any special instructions.
- Communicate clearly with customers about order confirmations, changes, delays, or queries.
- Check finished goods stock availability before confirming orders for delivery.
- Liaise with production, stock control, sales, and management to understand product availability and resolve any issues.
- Ensure complete and accurate load details are passed to the Transport Planning Administrator.
- Communicate order changes quickly to the relevant teams.
- Prepare or check delivery paperwork where required.
- Support follow-up on delivery queries, proof of delivery requests, or order issues.
- Keep customer, order, and delivery records accurate and up to date.
- Monitor stock levels of key consumables, including plastic, bags, labels, pallets, packaging, and other regular supplies.
- Maintain records of stock levels, usage trends, suppliers, lead times, and reorder points.
- Flag when items need reordered to avoid shortages or last‑minute purchasing.
- Liaise with suppliers to request pricing, confirm availability, check lead times, and follow up on orders.
- Prepare or place purchase orders where authorised.
- Keep supplier contact details and purchasing records up to date.
- Escalate supply issues, price changes, or long lead times to management.
- Identify opportunities for better planning, bulk purchasing, supplier agreements, or alternative suppliers.
- Maintain records of regular customers, usual order quantities, ordering patterns, and expected reorder windows.
- Flag customers who may be due to reorder based on previous buying patterns.
- Support the sales team with customer enquiries, standard quotes, order history checks, and customer information updates.
- Record cancelled orders, lost orders, recurring issues, or unusual customer requests where relevant.
Issue Logging & Process Improvement
- Record order issues, delivery issues, product complaints, missing information, or recurring customer problems.
- Escalate issues to the appropriate person and follow up where required.
- Help identify repeated problems in the order, stock, procurement, or transport handover process.
- Suggest improvements to order recording, customer communication, stock tracking, procurement planning, and internal handovers.
- Support the development of better systems, templates, trackers, and routines to reduce errors and improve efficiency.
Skills & Experience
- Strong attention to detail.
- Excellent organisational and administrative skills.
- Clear and confident communication skills.
- Professional approach when dealing with customers, suppliers, and internal teams.
- Good computer skills, including email, spreadsheets, and order management systems.
- Ability to manage changing priorities in a busy environment.
- Practical problem‑solving ability.
- Reliable approach to record keeping and follow‑up.
- Experience in customer service, order processing, sales administration, procurement, stock control, logistics, manufacturing, or agriculture.
- Experience dealing with suppliers, purchase orders, stock records, or consumable purchasing.
- Experience working with transport, production, or dispatch teams.
- Familiarity with stock systems, CRM systems, spreadsheets, or procurement processes.
Personal Attributes
- Accurate and detail focused.
- Organised and methodical.
- Friendly, professional, and customer focused.
- Proactive rather than reactive.
- Calm under pressure.
- Practical and solutions focused.
- Confident communicating with customers, suppliers, office staff, production teams, and transport.
- Willing to suggest improvements and support better ways of working.
Key Performance Indicators
- Orders recorded accurately and promptly.
- Customer order details confirmed before being passed to transport.
- Stock availability checked before order confirmation.
- Clear and complete load details passed to the Transport Planning Administrator.
- Order and customer records kept accurate and up to date.
- Order changes communicated quickly to relevant teams.
- Consumable stock levels monitored regularly.
- Essential supplies reordered in good time to avoid shortages.
- Supplier records, lead times, and purchasing information kept up to date.
- Reduction in order errors, missing information, stock shortages, and last‑minute purchasing.
Working Relationships
The Customer Service & Procurement Administrator will work closely with:
- Customers
- Sales team
- Transport Planning Administrator
- Transport Manager / Operations Manager
- Production teams
- Stock control / site teams
- Company drivers and hauliers where required
- Finance or accounts team where required
Salary: £24,500+ depending on experience
