Job description
The Warehouse Administrator provides comprehensive administrative support across warehouse, logistics, customer service and supply chain operations, ensuring the accurate flow of information, inventory and documentation throughout the business.
The role is responsible for customer order processing, warehouse administration, material call-off, goods-in coordination, stock reconciliation and ERP system accuracy. Acting as a key link between customers, suppliers, third-party logistics providers, hauliers and internal teams, the role helps ensure excellent customer service, production continuity, stock integrity and full compliance with food safety, quality and traceability requirements.
The job holder is required to do all tasks considered relevant by their line manager
Responsible for Food Safety, Quality and Legality
EQUAL OPPORTUNITIES: The Company strives to be an equal opportunities employer. This means that decisions concerning recruitment, promotion, dismissal or any other aspect of employment will be based on the needs of the business and not any assumptions based on sex, race, age, disability, gender reassignment, sexual orientation, married or civil partnership status, pregnancy or maternity, religion or belief. This is an important commitment which all employees are expected to share.
The job holder is required to do all tasks considered relevant by their line manager
Responsible for Food Safety, Quality and Legality
EQUAL OPPORTUNITIES: The Company strives to be an equal opportunities employer. This means that decisions concerning recruitment, promotion, dismissal or any other aspect of employment will be based on the needs of the business and not any assumptions based on sex, race, age, disability, gender reassignment, sexual orientation, married or civil partnership status, pregnancy or maternity, religion or belief. This is an important commitment which all employees are expected to share.
Customer Order Management
· Process customer orders accurately and in a timely manner through the ERP system.
· Manage orders received via EDI platforms, email and other customer channels.
· Maintain delivery dates, booking slots and order amendments within the ERP system.
· Generate and distribute order confirmations where required.
· Coordinate delivery bookings with customers and logistics providers.
· Issue picking instructions and associated documentation to third-party warehouse providers.
· Generate customer labels and dispatch paperwork as required.
· Process export documentation and supporting logistics paperwork where applicable.
· Support customer service activities and respond to order-related enquiries.
Warehouse & Logistics Administration
· Create and maintain pick sheets, delivery notes and warehouse transfer documentation.
· Process stock dispatches and warehouse transactions accurately through the ERP system.
· Ensure all warehouse documentation is complete, accurate and filed appropriately.
· Support goods-out administration and logistics coordination activities.
· Liaise with third-party logistics providers regarding stock movements, order fulfilment and operational issues.
· Manage pallet control processes, including de-hire administration and reconciliation.
Material Call-Off & Inventory Coordination
· Complete daily call-off of packaging and raw materials from third-party storage locations in line with production requirements.
· Monitor material availability and escalate potential shortages or supply risks.
· Communicate material status and issues to relevant stakeholders.
· Perform inventory reconciliations between ERP and third-party warehouse systems.
· Investigate and resolve stock discrepancies and transaction errors.
· Support stock integrity through regular cycle counts, stock checks and annual stock-take activities.
Goods-In Administration
· Act as the primary contact for inbound delivery bookings and supplier scheduling.
· Allocate booking references and manage inbound delivery coordination.
· Process goods receipts against purchase orders within the ERP system.
· Identify and escalate shortages, damages or delivery issues.
· Generate and issue labels for inbound materials.
· Maintain goods-in records and supporting documentation to ensure full traceability.
Stock Control, Returns & Traceability
· Reconcile finished goods, packaging and inventory records.
· Investigate stock discrepancies and implement corrective actions.
· Process customer returns and Return Merchandise Authorisations (RMA).
· Monitor batch rotation and stock traceability requirements.
· Maintain documentation to support audits, internal controls and customer requirements.
· Ensure full traceability of materials and finished goods throughout the supply chain.
Compliance & Continuous Improvement
· Support Food Safety, Quality, Legality and customer compliance requirements.
· Maintain accurate records and documentation to support audits and inspections.
· Identify opportunities to improve administrative processes, system accuracy and operational efficiency.
· Participate in continuous improvement initiatives across Supply Chain operations.
· Provide support across warehouse, logistics and customer service functions as required.
Problem Solving & Innovation
· Investigate and resolve customer order, inventory, documentation and ERP-related issues.
· Prioritise competing activities to maintain service levels and operational performance.
· Resolve stock discrepancies and logistics issues in a timely manner.
· Identify and implement opportunities to improve process efficiency, data accuracy and service performance.
· Escalate risks that may impact customer service, production schedules or inventory availability.
Leadership & People Responsibilities
Although this role has no direct reports, the Supply Chain Administrator is expected to:
· Build strong working relationships across Supply Chain, Production, Operations and Quality functions.
· Communicate professionally with customers, suppliers, hauliers and third-party logistics providers.
· Act as a trusted point of contact for supply chain administration matters.
· Support colleagues and provide cover during periods of absence or increased workload.
· Demonstrate accountability, professionalism and attention to detail in all activities.
Impact of Role
· Supports customer service excellence through accurate and timely order processing.
· Maintains production continuity through effective material coordination.
· Protects stock integrity through robust inventory management and reconciliation.
· Ensures compliance through effective traceability, documentation and record management.
· Supports efficient and cost-effective warehouse and logistics operations.
· Contributes directly to service delivery, inventory accuracy and supply chain performance.
Dimensions of the Role
Direct Reports: None
Scope:
· Customer order processing
· Goods-in administration
· Warehouse administration
· Inventory control
· Material call-off
· ERP transactions
· Returns administration
· Third-party logistics coordination
· Export documentation
· Traceability and compliance documentation
Environment:
· Fast-paced FMCG manufacturing and supply chain environment requiring excellent organisation, accuracy, planning and communication skills.
Key Relationships & Interpersonal Skills
Internal Stakeholders
· Warehouse & Logistics Supervisor
· Warehouse Coordinator
· Supply Chain Manager
· Planning Team
· Production & Operations Teams
· Quality & Technical Teams
· Customer Service Team
External Stakeholders
· Customers
· Suppliers
· Third-Party Logistics Providers
· Hauliers and Transport Providers
· Export Partners and Service Providers
Behavioural Expectations
· Highly organised and structured.
· Strong attention to detail.
· Customer-focused.
· Proactive and self-managing.
· Effective communicator.
· Calm and reliable under pressure.
· Strong problem-solving capability.
· Able to manage multiple competing priorities.
· Process customer orders accurately and in a timely manner through the ERP system.
· Manage orders received via EDI platforms, email and other customer channels.
· Maintain delivery dates, booking slots and order amendments within the ERP system.
· Generate and distribute order confirmations where required.
· Coordinate delivery bookings with customers and logistics providers.
· Issue picking instructions and associated documentation to third-party warehouse providers.
· Generate customer labels and dispatch paperwork as required.
· Process export documentation and supporting logistics paperwork where applicable.
· Support customer service activities and respond to order-related enquiries.
Warehouse & Logistics Administration
· Create and maintain pick sheets, delivery notes and warehouse transfer documentation.
· Process stock dispatches and warehouse transactions accurately through the ERP system.
· Ensure all warehouse documentation is complete, accurate and filed appropriately.
· Support goods-out administration and logistics coordination activities.
· Liaise with third-party logistics providers regarding stock movements, order fulfilment and operational issues.
· Manage pallet control processes, including de-hire administration and reconciliation.
Material Call-Off & Inventory Coordination
· Complete daily call-off of packaging and raw materials from third-party storage locations in line with production requirements.
· Monitor material availability and escalate potential shortages or supply risks.
· Communicate material status and issues to relevant stakeholders.
· Perform inventory reconciliations between ERP and third-party warehouse systems.
· Investigate and resolve stock discrepancies and transaction errors.
· Support stock integrity through regular cycle counts, stock checks and annual stock-take activities.
Goods-In Administration
· Act as the primary contact for inbound delivery bookings and supplier scheduling.
· Allocate booking references and manage inbound delivery coordination.
· Process goods receipts against purchase orders within the ERP system.
· Identify and escalate shortages, damages or delivery issues.
· Generate and issue labels for inbound materials.
· Maintain goods-in records and supporting documentation to ensure full traceability.
Stock Control, Returns & Traceability
· Reconcile finished goods, packaging and inventory records.
· Investigate stock discrepancies and implement corrective actions.
· Process customer returns and Return Merchandise Authorisations (RMA).
· Monitor batch rotation and stock traceability requirements.
· Maintain documentation to support audits, internal controls and customer requirements.
· Ensure full traceability of materials and finished goods throughout the supply chain.
Compliance & Continuous Improvement
· Support Food Safety, Quality, Legality and customer compliance requirements.
· Maintain accurate records and documentation to support audits and inspections.
· Identify opportunities to improve administrative processes, system accuracy and operational efficiency.
· Participate in continuous improvement initiatives across Supply Chain operations.
· Provide support across warehouse, logistics and customer service functions as required.
Problem Solving & Innovation
· Investigate and resolve customer order, inventory, documentation and ERP-related issues.
· Prioritise competing activities to maintain service levels and operational performance.
· Resolve stock discrepancies and logistics issues in a timely manner.
· Identify and implement opportunities to improve process efficiency, data accuracy and service performance.
· Escalate risks that may impact customer service, production schedules or inventory availability.
Leadership & People Responsibilities
Although this role has no direct reports, the Supply Chain Administrator is expected to:
· Build strong working relationships across Supply Chain, Production, Operations and Quality functions.
· Communicate professionally with customers, suppliers, hauliers and third-party logistics providers.
· Act as a trusted point of contact for supply chain administration matters.
· Support colleagues and provide cover during periods of absence or increased workload.
· Demonstrate accountability, professionalism and attention to detail in all activities.
Impact of Role
· Supports customer service excellence through accurate and timely order processing.
· Maintains production continuity through effective material coordination.
· Protects stock integrity through robust inventory management and reconciliation.
· Ensures compliance through effective traceability, documentation and record management.
· Supports efficient and cost-effective warehouse and logistics operations.
· Contributes directly to service delivery, inventory accuracy and supply chain performance.
Dimensions of the Role
Direct Reports: None
Scope:
· Customer order processing
· Goods-in administration
· Warehouse administration
· Inventory control
· Material call-off
· ERP transactions
· Returns administration
· Third-party logistics coordination
· Export documentation
· Traceability and compliance documentation
Environment:
· Fast-paced FMCG manufacturing and supply chain environment requiring excellent organisation, accuracy, planning and communication skills.
Key Relationships & Interpersonal Skills
Internal Stakeholders
· Warehouse & Logistics Supervisor
· Warehouse Coordinator
· Supply Chain Manager
· Planning Team
· Production & Operations Teams
· Quality & Technical Teams
· Customer Service Team
External Stakeholders
· Customers
· Suppliers
· Third-Party Logistics Providers
· Hauliers and Transport Providers
· Export Partners and Service Providers
Behavioural Expectations
· Highly organised and structured.
· Strong attention to detail.
· Customer-focused.
· Proactive and self-managing.
· Effective communicator.
· Calm and reliable under pressure.
· Strong problem-solving capability.
· Able to manage multiple competing priorities.
Essential
- Strong administrative and organisational skills.
- Excellent communication and stakeholder management skills.
- Ability to manage multiple priorities within a fast-paced operational environment.
- Strong attention to detail and data accuracy.
- Good Microsoft Office skills.
- Experience working with business systems and transactional processes.
Desirable
- Experience in supply chain, logistics, warehouse or customer service administration.
- Experience using ERP systems (D365 preferred).
- Knowledge of inventory management and stock control processes.
- FMCG manufacturing experience.
- Experience managing third-party logistics relationships.
- Knowledge of export documentation and shipping processes.
Benefits of Working at Weetabix – Deeside
· A competitive salary which is reviewed annually
· Access to the Company Bonus Scheme
· A personalised Career Development Plan
· Access to the company's e-learning suite
· Access to the company pension scheme
· Life Assurance cover
· Heavily-subsidised vending service in the Canteen
· Access to the Company Staff Shop at discounted prices
· A health surveillance medical every year (if required)
· Regular business updates
· Free parking on site
· A competitive salary which is reviewed annually
· Access to the Company Bonus Scheme
· A personalised Career Development Plan
· Access to the company's e-learning suite
· Access to the company pension scheme
· Life Assurance cover
· Heavily-subsidised vending service in the Canteen
· Access to the Company Staff Shop at discounted prices
· A health surveillance medical every year (if required)
· Regular business updates
· Free parking on site
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