Administration Supervisor - Mackie’s of Scotland

Administration Supervisor

  • Job Title

    Administration Supervisor

  • Department

    Sales

  • Location

    Westertown

Main Duties and Responsibilities

The Administration Supervisor will be responsible for overseeing and managing the Production admin and Sales Support function, providing hands-on administrative support whilst also providing advice, guidance and effective line management within the team. We are looking for candidates who can lead the team to ensure efficient operations for all internal and external stakeholders.

Our administration team is responsible for receiving customer orders, arranging storage and delivery of products through third party logistics providers, invoicing of stock sold and providing in-depth reports to the business. The team complete all sales admin and sales forecasting activities for the wider sales function. The successful candidate will coordinate closely with the production team to ensure seamless administrative support throughout the production process.

Key responsibilities of this role include:

  • Ensuring an excellent customer experience for all our internal and external stakeholders
  • Providing effective line management, support and guidance to the administration team
  • Overseeing administrative tasks related to reporting and analysing production data, procurement and inventory management.
  • Manage and encourage the development of team members providing individual growth opportunities wherever possible
  • Receive and process customer orders in full and in a timely manner, managing external suppliers as part of this process as required.
  • Ensure effective communication with customers, third party logistics providers and distribution centres
  • Negotiation contracts and ensuring high levels of service from third-party providers
  • Manage warehouse product stock levels and work closely with production team to ensure stock availability
  • Daily monitoring of stock levels and advising production of changes as required
  • Providing in-depth sales forecast reporting and other reporting on a weekly, monthly and quarterly basis for both internal and external use
  • Reviewing market data and creating associated reports and presentations
  • Processing sales leads and managing customer enquiries
  • Submitting new line forms and promotional forms through customer portals
  • Performing other general office management duties as required

Person Specification

Our ideal candidate is a friendly and confident line manager, with a track record of developing processes and teams in a administrative environment. You will be a keen communicator, able to work consistently to high levels of detail and accuracy, often whilst managing multiple demands and tight deadlines.

As a key touchpoint for our stakeholders, you will be practical and solutions focused, with an ability to motivate the team and be comfortable working on your own initiative. You will also be able to demonstrate a passion for delivering excellent experiences and a quality of service as award winning as our products.

You must have an aptitude for accuracy and strong numerical skills along with advanced knowledge of various Microsoft packages. Knowledge of SAP Business One would be advantageous.

Just as important for us is a ‘can-do’ attitude and a positive approach to work, embracing change as the company grows.