Office Administrator

www.findapprenticeship.service.gov.uk - Jobboard; Long Lee; On-site; GBP 22,000 - 28,000; Full time

Job summary

A family-run vanilla products business in Keighley is seeking a reliable Office Administrator. In this hands-on role, you'll provide key support in customer service, admin, purchasing, and logistics. Ideal candidates are punctual, detail-oriented, and ready to thrive in a fast-paced environment. The position offers a supportive workplace, training opportunities, and staff discounts on products.

Benefits

Staff discount on all products

Health Assistance Programme

Free on-site parking

Qualifications

• 2 years minimum experience in a similar administrative role.
• Solid working knowledge of Microsoft Office, including Word and Excel.
• Physically fit, to assist with deliveries.

Responsibilities

• Provide direct administrative support to the business directors.
• Liaise with customers and suppliers via phone and email.
• Manage and process customer orders.
• Handle sales/purchase ledger entry using Sage 50.

Skills

Microsoft Office proficiency

Strong organisation

Excellent communication

Customer-focused attitude

Detail-oriented

Education

Experience in administrative role (2 years minimum)

Tools

Sage 50

Job description

About us

At Vanilla Etc, we believe memories are made through the love of baking—and it's our dream to be part of those moments for generations to come.

We're a family-run business nestled in the heart of Keighley, proudly producing some of the finest vanilla products in the UK. Our award-winning vanilla bean paste and extracts are stocked in iconic retailers like Selfridges, Lakeland, and Booths. As a BRCGS Food-certified company, we uphold the highest standards of quality, food safety, and integrity across all that we do.

Our roots are humble, our standards are high, and our team is small but mighty. If you're someone who takes pride in their work, thrives in a close-knit environment, and isn’t afraid to roll up their sleeves—you’ll fit right in.
About the Role: Office Administrator

We’re on the lookout for a reliable, enthusiastic, and adaptable Office Administrator to support the day-to-day running of our office and operations.
This is a hands-on and varied role, where no two days are the same. You’ll work closely with the company directors and support key functions such as customer service, admin, purchasing, inventory, and logistics.

Your Responsibilities Will Include:

Provide direct administrative support to the business directors
Liaise with customers and suppliers via phone and email
Manage and process customer orders
Handle sales/purchase ledger entry using Sage 50
Perform general office duties: minute-taking, filing, photocopying, email correspondence
Book domestic and international shipments
Receive deliveries and enter data into the traceability system
Participate in quality assurance and technical checks
Assist in recruitment admin (e.g., shortlisting, scheduling interviews, onboarding paperwork)
Represent the business at occasional trade shows or exhibitions
Help maintain a clean, organised and welcoming office space
Support with stock takes and inventory control
Be flexible to assist the wider team

About You

You should be:
Punctual, trustworthy and dependable
A self-starter with strong attention to detail
Someone who genuinely takes pride in their work
Friendly, courteous and confident in communication with people at all levels
Not afraid to get stuck in with whatever needs doing—whether it’s minute-taking, problem-solving, or vacuuming the office
Able to work in a fast-paced, small-team environment
Comfortable following food safety and hygiene regulations

Essential Skills:
Solid working knowledge of Microsoft Office, including Word and Excel
Strong organisation and multitasking skills
Excellent written and verbal communication
Customer-focused with a professional and helpful attitude
Physically fit, to assist with deliveries
Experience in a similar administrative role (2 years minimum)
Experience with Sage 50

Preferred Experience (but not essential):
• Previous experience in food manufacturing

What We Offer

A supportive, family-oriented work environment
Training and personal development opportunities
Staff discount on all Vanilla Etc products
Health Assistance Programme
Free on-site parking
The chance to be part of a growing business that values quality, integrity and team spirit