Super Administrator/ Operations & Systems Support in Woodhall Spa

Location: Woodhall Spa/ hybrid as applicable

Warden Agri is a UK-based business operating internationally, with active trading and operational relationships across Europe, particularly in the Netherlands and Denmark.

A Super Administrator is being hired to own day-to-day systems discipline and administrative control. The role supports Warden Agri and related work connected to Verloop, working closely with senior leadership to keep information clean, documentation controlled, and actions moving.

Why this role exists

Warden Agri is improving how systems and workflows support day-to-day execution. In parallel, Verloop is developing AI-led capability that relies on clean inputs and consistent process. This role exists to strengthen that foundation. It combines strong administrative discipline with a systems-first, open-minded approach, including a constant eye on how repeatable work can be reduced through better workflow and automation.

About the role

Much of the record creation is automated by the system, but it needs a clear owner to make sure the right information is being captured, checked, and used properly. The Super Administrator gathers what is needed, validates it, keeps documentation in order, and communicates proactively with internal and external parties so requirements and next steps are clear. The role also supports invoicing readiness through complete and consistent admin, contributes to workflow improvements over time, and supports commercial work including research on new material streams, basic pricing support, and coordination around logistics and documentation.

What the role covers

• System stewardship and workflow control

• Oversees day-to-day system health: ensuring workflows are followed and key inputs are present.
• Checks outputs for gaps or inconsistencies and resolves them quickly.
• Chases missing or unclear information internally and externally.
• Maintains clear standards for naming, filing, and data entry.
• Identifies workflow improvements that reduce manual effort and improve reliability.
• Looks for opportunities to automate repeatable administration and tighten handovers.

• Keeps trackers and status updates current so priorities are visible and nothing drifts.
• Communicates with suppliers, customers, ports, hauliers, and partners to confirm requirements, timings, and responsibilities.
• Ensures the right documents and updates go to the right people at the right time.
• Keeps documentation organised and easy to retrieve.

• Prepares and manages documentation for international movements where relevant, including import/export paperwork and supporting shipment documents.
• Collates, checks, and issues documents accurately and on time.
• Maintains a clear audit trail of what has been sent, received, and confirmed.

• Supports research and development on new material streams by gathering information, building simple comparisons, and keeping notes and inputs organised.
• Helps maintain basic pricing and margin inputs in trackers, ensuring assumptions and versions are clear.
• Supports logistics coordination by gathering weights, dates, route details, collection/delivery information, and ensuring these align with system records and documentation.
• Communicates key commercial and logistics updates internally so the right decisions can be made quickly.

• Supports invoicing readiness by checking job records, evidence, and required information are complete.
• Flags issues that would delay billing and helps resolve them.
• Collates paperwork and provides clean handover to the finance function.

What success looks like

Within the first few months:

• The system runs cleanly day to day, with consistent inputs and minimal rework.
• Verloop Vision is supported properly in practice, with clear feedback loops, issues picked up early, and continuous improvement to workflows and system setup.
• Internal and external parties receive clear, timely instructions and documentation.
• Import/export paperwork (where needed) is issued correctly and on time.
• Invoicing runs smoothly because records and evidence are complete.
• Commercial trackers (materials, pricing inputs, logistics details) are kept accurate and easy to use.
• Workflow becomes simpler over time as repeatable admin is reduced through better process and automation.

What is being looked for

• The right attitude: proactive, reliable, and takes pride in doing things properly.
• A systems-first mindset: likes structure, clean inputs, and consistent process.
• Strong follow-through: closes loops and keeps standards high without being chased.
• Confident communicating internally and externally, including chasing information when needed.
• Calm under pressure, organised, and able to manage competing priorities.
• Confident with software and quick to learn new systems.

Strongly preferred

• Experience in a data-heavy admin, operations support, or systems coordinator role.
• Experience with CRM, job management systems, and invoicing preparation.
• Experience creating or handling import/export documentation or shipping paperwork.
• Comfort working with commercial information such as pricing inputs, weights, volumes, or basic margin trackers.
• Interest in automation or AI-enabled tools and willingness to test and improve workflows.

How the role can grow

As systems develop and the business continues to scale, the role can take on broader ownership of workflow design, documentation control, systems improvement, and greater commercial support.