Job Title: Sales Orders/Stock Administrator
Department: Finance
Reports To: Financial Controller
About Us
Killowen Farm is a family business based in Co. Wexford. Renowned for its creamy taste, Killowen Farm yogurt combines the freshest milk from the Dunne family’s own dairy herd with the highest quality fruit, sourced from local growers.
Known primarily for its premium layered and stirred fruit yogurts, Killowen Farm has also recently added a range of award-winning Cream Cheese products to its range.
At Killowen Farm, our people are family. We foster a supportive and collaborative working environment where employees are respected, trained, and encouraged to develop their skills. Whether you’re just starting your career or bringing years of experience, you’ll find opportunities to grow with us.
Role Purpose:
The Sales Order/Stock Administrator plays a key role in ensuring smooth process for receiving and processing customer orders accurately and efficiently, liaising with production and logistics to meet delivery schedules, handling order-related queries, as well as invoicing and credit note management.
Key Responsibilities:
Order Management:
- Receive and process customer sales orders (Dunnes, Musgraves, Tesco, BWG, Aldi etc. via email or electronic systems.
- Process positive releases as they come in and email to cold room.
- Check order paperwork for accuracy and completeness.
- Query and resolve discrepancies with customers or internally.
- Ensure orders are entered accurately onto systems.
Logistics Coordination:
· Arrange transport daily in line with customer requirements and production schedules.
· Liaise with logistics providers and internal teams to ensure timely delivery.
· Communicate proactively with customers regarding delivery status or issues.
Documentation & Invoicing:
· Create invoices and issue credit notes where appropriate.
· Handle debit note queries and work with finance to resolve discrepancies.
· Maintain accurate and up-to-date order and invoicing records.
Customer Service:
· Act as a first point of contact for customers on order-related queries.
· Build positive relationships with customers through professional and efficient service.
· Escalate complex issues to the Sales Manager or Finance team as required.
Stock Administration
· Maintain accurate inventory records within the ERP/stock management system.
· Process stock receipts, stock transfers, returns, and inventory adjustments.
· Investigate and resolve stock discrepancies promptly.
· Perform regular stock reconciliations between physical inventory and system records.
· Coordinate and participate in scheduled stock counts and annual stocktakes.
· Monitor slow-moving, obsolete, and excess inventory and report findings.
· Maintain accurate product master data, including item codes, descriptions, units of measure, and locations.
· Ensure all wastage is recorded.
· Track supplier & customer deliveries and update expected stock arrival dates.
Internal Collaboration:
· Work closely with Production Planning, Logistics, and Accounts to ensure smooth order fulfilment.
· Provide administrative support to the sales team where required.
· Assist in preparing reports on sales orders, credits, and customer activity.
Key Skills & Competencies:
- Strong attention to detail and accuracy in data entry.
- Excellent communication and interpersonal skills.
- Good problem-solving ability, especially around order discrepancies.
- Ability to work under pressure and meet tight deadlines.
- Strong organisational and multitasking skills.
- Proficiency in Microsoft Office (Excel, Word, Outlook) and experience with ERP/order management systems.
- Team player with a proactive and flexible approach.
Qualifications & Experience:
- Previous experience in order processing, sales administration, or customer service.
- Knowledge of logistics and transport coordination is an advantage.
- Experience in handling invoicing, credit notes, and debit note queries desirable.
What We Offer:
- Opportunity to work in a dynamic, fast growing, family-owned food business.
- Supportive team environment with a focus on collaboration.
- Training and development opportunities.
- Competitive salary.
Benefits:
Work Location: In person
