Sales Administrator

About us:

Join one of Europe’s fastest-growing nutrition success stories.

Kendal Nutricare creates world-class nutrition for every stage of life — from Kendamil infant and toddler formula to Kendalife adult nutrition. We’re a family-owned, purpose-driven business with big global ambitions.

In 2025, we were ranked the UK’s fastest-growing food and drink company, with Kendamil now one of the fastest-growing baby brands in the world, the No.1 Organic formula in both the UK and USA, and available in 40+ countries (and counting).

As the only British infant formula manufacturer, we’re proud to produce our award-winning products here in the UK using British full-cream milk, with no palm oil or unnecessary additives — trusted by families worldwide.

We’re on an exciting path – join us!

Summary:

We are looking for a highly organised and detail-oriented Sales Administrator to support our Sales, Customer Service and Logistics teams with the accurate and timely processing of customer orders.

The successful candidate will act as a key point of contact for order processing queries, ensuring orders are managed efficiently across UK retail, NHS hospitals, Irish hospitals and export customers. The role involves maintaining accurate records, managing customer and retailer portals, coordinating with internal departments and logistics partners, and supporting export and stock transfer administration.

This is an excellent opportunity for someone with strong administrative skills, a proactive approach and the ability to manage multiple priorities in a fast-paced environment.

Responsibilities:

Order Processing and Sales Support

• Coordinate daily customer orders across UK retail, NHS hospitals, Irish hospitals and export markets, ensuring accuracy and timely processing.

• Act as a key point of contact for order-related queries from customers, internal teams and logistics partners.

• Process orders through EDI, TrueCommerce, CSB and third-party logistics (3PL) systems, including manual order entry where required.

• Monitor stock availability, manage order shortages and amendments, and obtain the necessary approvals.

• Support stock transfers and provide cover for the Sales Support team when needed.

Customer and Retailer Support

• Maintain retailer portals and NHS systems, ensuring order updates, shortages and cancellations are accurately recorded.
• Process NHS hospital orders, including reference codes, invoicing and associated documentation.
• Coordinate Irish hospital orders, including proof of delivery requests, commercial invoices and customer communications.
• Maintain customer records and provide timely, professional responses to order-related queries.

Logistics and Export Administration

• Prepare commercial invoices using packing lists supplied by the Logistics team.
• Maintain export customer forecasts, monthly order reports and the Export Pro Forma Tracker.
• Work closely with Sales and Logistics to support efficient order fulfilment and resolve delivery or documentation issues.
• Set up new customer records and maintain organised digital and physical filing systems.

Reporting and Documentation

• Maintain accurate order logs, allocation trackers, shortage reports and reporting spreadsheets.
• Ensure daily order information is submitted to Optima by the 2:00 pm deadline.
• Keep customer and order documentation accurate, up to date and readily accessible, following established filing and archiving procedures.

Reporting and Documentation

• Maintain accurate allocation trackers, daily logs and reporting spreadsheets.
• Maintain the KNC daily order log and ensure all required information is submitted to Optima by the daily deadline of 2:00 pm.
• Maintain shortage reports for retailers, ensuring relevant portals reflect shortages and cancelled lines.
• Ensure all order processing documentation is accurately filed, recorded and easily accessible.
• Maintain an organised archiving system and rotate archived documentation in line with established procedures.
• Ensure administrative records and reports are completed accurately and within agreed deadlines.

Qualifications:

• Previous experience in sales administration, order processing or a similar administrative role.
• Strong organisational skills and excellent attention to detail.
• Good working knowledge of Microsoft Office, particularly Excel.
• Experience with ERP systems, EDI platforms or customer portals is advantageous.
• Strong communication skills and the ability to work effectively with customers and internal teams.
• A proactive approach to problem-solving and the ability to manage competing priorities and deadlines.

Company Overview

Please visit our company website for more information