About the role
The Administrator/Order Processor will be responsible for efficiently processing orders, collaborating with the depot manager, warehouse, sales, and credit control teams. Key duties include managing incoming calls from internal and external customers, providing updates on stock availability, raising credit notes, printing delivery and invoice notes, and handling returned invoices. The role also involves filing documentation, ordering office supplies, and general office administration tasks. The ideal candidate must be confident in a fast-paced environment, possess proven experience managing a diverse workload, and be proficient in using computers.

You will be responsible for

• Taking and processing orders by telephone, from sales representatives, by e-mail and via bespoke food and beverage platforms such as F & B, Swiftcloud and Procure Wizard.
• Advising customers on out-of-stock items and providing replacement items.
• Liaising with customers, drivers, and the transport manager to ensure timely deliveries
• Coordinating with the London depot on required stocks and upcoming deliveries by Maddex and daily couriers.
• Organising last-minute couriers for customers who need additional stock outside their normal delivery day.
• Invoicing orders picked by our warehouse operators.
• Complete daily route planner.
• Logging in bound Bristol invoices and returns notes
• Logging any credits required.
• Ensuring all delivery paperwork has been returned at the end of the day, including proof of delivery, and that shortages are investigated.
• Log fuel receipts and any petty cash spend.
• Contacting buyers about stock issues and creating the daily out of stock list.
• Processing of free stock, samples and collections for buyers and account managers.
• Scanning and filing of all invoices, and transition to archive space when required.
• Dealing with general customer queries about orders, pricing and deliveries.

You will need

• Proven experience as a Sales Order Processor / Administrator or similar role
• Strong attention to detail and the ability to multitask.
• Excellent communication and customer service skills.
• Evidence of taking complex orders in past roles.
• Proficient in Microsoft Office Suite, especially Excel.
• Able to remain calm under pressure.
• Ability to work independently and as part of a team.
• Please note due to the nature of our business we are unable to take holidays in November / December.

About The Company
Founded as a family business over 50 years ago, Venus has grown from a small start-up into a trusted partner for the UK’s leading bars, restaurants, and hospitality venues. With decades of industry experience and a passion for exceptional service, we are dedicated to helping our customers create drinks offerings that truly stand out.
Since joining the Booker Group in June 2024, we have combined our strong heritage with enhanced logistics and resources. This allows us to provide seamless delivery and offer an outstanding range of premium wines and spirits. Our headquarters are located in Tottenham, London. We also operate distribution depots in Leeds, Bristol, Manchester, Birmingham, and Soho in London where Gerry’s, one of the country’s most renowned spirits shops, is located.
Our reputation is built on the quality of our products, our expertise, and our unwavering commitment to exceptional customer service.
What’s in it for you

• Taking and processing orders by telephone, from sales representatives, by e-mail and via bespoke food and beverage platforms such as F & B, Swiftcloud and Procure Wizard.
• Advising customers on out-of-stock items and providing replacement items.
• Liaising with customers, drivers, and the transport manager to ensure timely deliveries
• Coordinating with the London depot on required stocks and upcoming deliveries by Maddex and daily couriers.
• Organising last-minute couriers for customers who need additional stock outside their normal delivery day.
• Invoicing orders picked by our warehouse operators.
• Complete daily route planner.
• Logging in bound Bristol invoices and returns notes
• Logging any credits required.
• Ensuring all delivery paperwork has been returned at the end of the day, including proof of delivery, and that shortages are investigated.
• Log fuel receipts and any petty cash spend.
• Contacting buyers about stock issues and creating the daily out of stock list.
• Processing of free stock, samples and collections for buyers and account managers.
• Scanning and filing of all invoices, and transition to archive space when required.
• Dealing with general customer queries about orders, pricing and deliveries