Office & Operations Administrator

Office & Operations Administrator

Salary: £25,500 to £26,500 per year, depending on experience
Hours: Monday to Friday, 8:00am–4:30pm, with a one-hour unpaid lunch break
Contract: Full-time, permanent
Location: Thorp Arch Estate, Wetherby, LS23 7FA

The opportunity

We’re looking for an organised, reliable and proactive Office & Operations Administrator to help keep the day-to-day running of Pachamama on track.

This is a varied role covering order processing, invoicing, shipping administration, customer service and general office administration. You’ll work closely with our wholesale and retail customers, office and warehouse teams. You’ll help keep day-to-day operations running smoothly by making sure information is accurate, paperwork is complete and outstanding tasks are followed through.

You might start the day processing customer orders, respond to a delivery enquiry, follow up a missing supplier invoice and arrange an order for packaging supplies. You’ll enjoy managing different priorities and take pride in getting the details right.

About Pachamama

Pachamama is an independent, family-run knitwear wholesaler and online retailer based in Wetherby. We have been designing and selling distinctive woollen clothing and accessories for over 30 years, with most of our products handmade in Nepal from natural wool.

We’re proud members of BAFTS, the British Association for Fair Trade Shops & Suppliers. We’re a small, friendly business where people work closely together and everyone contributes to looking after our customers.

What you’ll do

• Customer orders and shipping administration: process orders accurately, prepare customer invoices and shipping paperwork, manage proformas and coordinate with the warehouse team to keep orders moving through to dispatch.
• Customer service and sales support: answer calls and emails, provide order updates, resolve queries and assist with customer follow-up and after-sales support, keeping the sales team informed.
• Supplier invoice administration: collect, check and organise invoices across the business, including supplies, utilities and merchant services; follow up missing paperwork and resolve discrepancies with suppliers and accounts.
• Account administration: handle statements, credit application paperwork and invoice queries, and coordinate agreed credits or adjustments with accounts.
• Suppliers and supplies: maintain supplier records, forms and specification sheets; coordinate requirements for office and warehouse supplies, place orders within agreed purchasing arrangements and follow up deliveries.
• Returns administration: record return requests, coordinate with the warehouse team and arrange the relevant paperwork and agreed next steps with accounts.
• Business records and ecommerce listings: keep databases and documents accurate; update website and online listings (stock, price and product details) so they stay correct; flag issues to colleagues rather than owning marketing or channel strategy.
• Process improvements: identify missing information, recurring problems or unnecessary administration and suggest practical ways to improve how we work.

Our business has seasonal peaks, with customer service and order support a particular focus from July to January. You’ll need to stay organised and communicate clearly as priorities change.

What you’ll bring

• Previous experience in administration, order processing, customer service or a similar role.
• Strong attention to detail and confidence working with figures, invoices and customer information.
• Clear, professional communication by phone and email.
• Good organisation and the ability to prioritise work and follow up outstanding tasks.
• Confidence using Outlook, Word and Excel, and learning new systems.
• A practical approach to solving problems and the judgement to ask for help when needed.
• The ability to work independently, keep colleagues informed and handle business information discreetly.

Experience with Sage, ShipStation or similar order processing and accounts systems would be useful. Experience in a wholesale, retail, distribution or other small business would also be an advantage.

What we offer

• A varied office role with responsibility for keeping everyday operations organised.
• A friendly, supportive team and direct contact with the people running the business.
• The opportunity to contribute ideas and improve how we work.
• A relaxed working environment, casual dress, and free tea and coffee.

Pay: £25,500.00-£26,500.00 per year

Benefits:

• Free parking
• On-site parking

Application question(s):

• Tell us about a time you had several competing tasks to manage. How did you prioritise them and make sure nothing was missed?
• Which parts of your previous experience are most relevant to this role, particularly order processing, invoice administration and customer service?

Work authorisation:

• United Kingdom (preferred)

Work Location: In person