JOB DESCRIPTION

This is an exciting time to join Willie’s Cacao as we are moving our Chocolate Factory from Devon to Herefordshire. We have built the new factory from scratch and are recruiting the team to take us on the next stage of our journey.

We are recruiting for 2 full time Sales Operations Administration roles, based at The Chocolate Factory just outside Leominster, Monday - Friday 8.30am - 5.30pm.

The start date would be c. 15th June 2026. Ideally the first c. 2 weeks we would arrange for you to stay in a hotel in Devon so you can learn from the current team.

These are fast paced multi-tasking roles, managing the sales order process, co-ordinating both internally and externally, and planning so the delivery gets to the customer as soon as possible.

Willie’s Cacao is an entrepreneurial, premium chocolate manufacturer, with c.70% of our customers in the UK and 30% overseas. Our chocolate is some of the best in the world, made ‘bean to bar’ from the best single estate cacaos and totally natural ingredients. We sell over 100 products, in c.30 countries, in top department stores, 5* hotels, cafes and supermarkets.

THE ROLE

You would be responsible for co-ordinating with the customer, the factory and the stock room in order to manage orders from start to finish. The orders are from very different types of customers, some coming in on email, some through portals and some on order forms. UK orders are usually quite simple, overseas orders have much more paperwork associated with them. You will always have many orders on the go, so you need to be very organised and keep many balls in the air. You need to anticipate and solve problems eg with stock availability, transport etc

Order Management

· Taking all customer orders whether via EDI or direct and inputting the orders onto SAGE.

· Working with the customer to agree the best before dates and delivery dates

· Co-ordinating with both the factory and the stock room to know we have the stock with the right shelf life to meet the order.

· Working with the stock room so they can plan what they need to do a few days in advance and prioritise their work load each day. Eg ensure the necessary labelling is done and orders packed to meet dispatch deadlines.

· Dispatch. Agreeing and booking in pick-ups and deliveries. Communicating with transport companies regularly for pricing/quotes

· Creating necessary export paperwork and getting paperwork from local authorities

· Ensuring stock is correctly rotated and any over or under stocks highlighted and we don’t run out of stock for the website.

Invoicing and Credit control

· Invoicing all orders ensuring all relevant discounts are applied.

· Working with finance to ensure we do not supply overdue customers

Customer Management

· Setting up new customers on our systems and getting us set up on their systems eg getting them to fill in our new line forms

· Giving customers advice and building relationships with them eg chasing them if they have not ordered recently, telling them if they have not ordered full cases or if they need to order more to get free delivery, introducing them to new products.

SKILLS & EXPERIENCE NEEDED

· It is highly likely that you have worked in a similar sales operations role or sales administration role in a manufacturing business. You need to understand many parts of the business eg stock management / sales order processing / transport / export / pricing.

· You need to be an experienced user of SAGE or similar sales order processing software.

· Highly organised in planning and prioritising your work; good at co-ordinating with many people inside and outside the company; good at multi-tasking

· Intelligent, with a good memory and with lots of common sense to work things out that you haven’t done before

· Accurate and detail conscious

· Proficient excel, word, outlook etc

· Enthusiastic and positive - keen to learn and grow with the company.

Job Types: Full-time, Part-time, Permanent

Pay: £30,000.00-£35,000.00 per year

Application question(s):

How long would it take you to get from home to the factory at HR6 0AJ?

Education:

A-Level or equivalent (preferred)

Experience:

SAGE or similar sales order processing software: 1 year (preferred)
Sales Administration: 1 year (preferred)
manufacturing company: 1 year (preferred)

Work Location: In person

Willie's Cacao Jobs

Sales Operations Administrator