If you are interested in working at the South Devon Chilli Farm, please send your CV to jenny@southdevonchillifarm.co.uk

We are currently hiring for....

Customer Order Co-ordinator at South Devon Chilli Farm

 

Summary

The Customer Order Co-ordinator (COCO) is responsible for the fulfilment of online retail and wholesale orders received by the South Devon Chilli Farm. This is a warehouse-based role with computer-based work and administration & team co-ordination tasks included as well. In addition to the primary tasks, the COCO will work towards continual improvement within the business while performing the tasks detailed below. Over time, new responsibilities will be added to the COCO role by the directors as the business evolves. The COCO will report directly to the Operations Manager (OM).

 

Areas of Responsibility

·        Fulfilment (retail and wholesale)

·        Teamwork

·        Stock control (checking and updating stock levels online)

·        Reporting

·        Customer engagement

·        Business Development

·        Accounting tasks

 

Fulfilment

-        Carrying out retail and wholesale order fulfilment

-        Taking responsibility for the export of goods, ensuring compliance with customs, tracking shipments and communicating with the customer to ensure prompt delivery

-        Communicating with shipping service companies, escalating order issues, liaising with delivery depots/drivers on collections and ensuring delivery standards are met

-        SDCF and third-party web page & stock upkeep (e.g. Amazon)

-        Overseeing the booking of shipments via Royal Mail, DPD, DX, etc

-        Using card payment systems to take payment and issue refunds when needed

 

Teamwork

-        Co-ordinating staff to assist in assembly of products and fulfilment of orders

-        Overseeing basic safety training of new staff involved in fulfilment

-        Providing training in product assembly and order fulfilment when needed

-        Coordinating with other staff members in response to orders received ie. fresh chillies to pick, plants to pack, priorities on labelling

 

Stock Control

-        Working with the OM to maintain working levels of stock available

-        Manage SDCF website stock levels for bought in goods (Chilli Focus, books, etc)

-        Overseeing weekly checks on low stock levels for online and wholesale goods, communicating low stock items with the OM for re-order

 

Reporting

-        Regular reports to the OM on fulfilment issues / progress

-        When the OM is not present on site, the COCO will contact the appropriate director with regards to urgent issues

 

Customer Engagement

-        New customer “onboarding” (e.g. brochure, price list, POS)

-        Ensure customer service is maintained to the highest standard

-        Building and maintaining relationships with new & existing trade customers by providing excellent pre-sales and after-sales support

-        Sending samples or brochures to new prospects

-        Manage enquiries from retail customers professionally

 

Business Development

-        Identify and communicate wholesale opportunities to the directors

-        Proactive and reactive wholesale business development, from initial prospecting to after-sales follow up (e.g. calling customers who haven't ordered for a long time, calling new delis/farmshops to offer product brochure, calling new customers to see how the products have been received)

-        Managing the orders@ email account, responding to queries and redirecting where appropriate

 

Accounting Tasks

-        Entering wholesale orders into Xero

-        Issuing wholesale invoices to customers when requested

-        Withholding orders for overdue accounts & requesting a payment date, escalating any queries to the OM

 

WAREHOUSE CO-ORDINATOR 

Warehouse Co-ordinator – Job Specification

 

Reporting to the Operations Manager (OM), the Warehouse Co-ordinator (WC) will manage the receiving, handling, storing & picking activities within the warehouse, ensuring quality standards are met and the company is compliant with its HACCP Plan and SALSA guidelines.

The WC will also assist the Fulfilment team in the distribution of goods, making sure goods are packaged appropriately, in-full and & are delivered on time.

The WC will take on main responsibility for the labelling of the South Devon Chilli Farm (SDCF) product range, working with the Production Chef (PC) & Chocolatier (C) to maintain working stock levels across all channels and meet labelling requirements.

The WC will be able to handle minor machinery repairs and fixes on key warehouse machinery.  

The WC will ensure a safe & healthy warehouse environment for all staff, enforcing standards and complying with regulations at all times. The WC will also act as the company Fire Safety warden.

The WC will assist in other areas of the business as required.

Ideally the WC has some basic computer skills, though this will be a small part of the role.

 

Areas of Responsibility:

·        Goods-In

·        Stock Control

·        Labelling

·        Distribution

·        Management of Space

·        Health & Safety

·        Cleaning

·        Basic Machinery Maintenance

 

Goods-In:

-        Manage the intake of raw materials coming into the warehouse checking off ingredients & food contact packaging against the approved suppliers list as part of the HACCP Plan.

-        Inspect the quality of goods before entering the building as per the Food Safety Policy (FSP) and reject as necessary, taking photographic evidence of damaged deliveries and notifying the OM of any issues.

-        Record digitally all goods deemed acceptable against purchase orders so stock can be allocated for production, including batch/invoice numbers & BBE.

-        Ensure goods are stored away promptly and repackaged as necessary.

-        Retain delivery notes for reference and upload to the stock management system.

 

Stock Control:

-        Ensure a First In-First Out (FIFO) system is followed to maintain compliance with the HACCP Plan.

-        Maintain safe storage of goods in line with the FSP.

-        Ensure raw materials are accessible to staff to meet production needs.

-        Perform weekly stock checks as required and report to the OM for advance ordering.

-        Monitor control measures to ensure any discrepancies are addressed & resolved, notifying the OM if necessary.

-        Work with the OM to develop the company’s inventory management, rationalising stock where possible to minimise costs.

-        Maintain accurate record keeping to ensure backwards & forwards traceability.

-        Complete regular stock takes (quarterly & annual).

 

Labelling:

-        Perform labelling of the SDCF product range, working with the PC & C to ensure all products are correctly labelled & dated.

-        Maintain quality of labels on jars & bottles, checking alignment & identifying defects.

-        Record final product numbers & report to the OM for record keeping.

-        Record reject levels to monitor wastage and notify the OM so suppliers can be informed of any significant issues.

-        Inspect the labelling machine regularly as part of the internal audit schedule, performing basic maintenance as required (i.e., cleaning the belt) and working with the OM to schedule services as necessary.

 

Distribution:

-        Oversee the shipment of all palletised goods, checking the integrity of packaged goods before release.

-        Ensure stock is always accessible to staff members to maintain the fulfilment of orders & shop merchandising.

-        Work with the Fulfilment team to ensure all boxed goods are collected by the couriers on a daily basis.

-        Record the collection of palletised goods digitally for reference in the event of issues.

 

Management of Space:

-        Consolidate goods (ie. combine half-pallets where possible) to maximise storage capacity.

-        Manage the flow of goods-in & goods-out to maximise efficiency and ensure production & delivery deadlines are met.  

-        Keep the warehouse space well organized at all times.

-        Ensure the workspace is kept clear to maintain floor productivity & fulfilment needs.

 

Health & Safety:

-        Ensure health & safety procedures are adhered to at all times maintaining a safe working environment for staff.

-        Regularly inspect equipment as part of the internal audit schedule and work with the OM to service machinery in line with the HACCP plan.

-        Ensure the glass breakage procedure is followed and records are kept and stored digitally.

-        Be responsible for the fire safety onsite, performing daily visual checks, monthly fire & emergency lighting tests, 6 monthly fire drills & keeping a record as part of the HACCP plan.

-        Undertake fire safety & first aid training and keep up-to-date as part of the company HACCP plan.

-        As part of the company crisis procedure be the primary contact for a number of site issues including fire, flooding and electrical.

-        Follow the warehouse cleaning schedule, performing daily, weekly & monthly tasks & keep a record for auditing purposes.

-        Carry out inductions on general warehouse health & safety for all new staff members.

 

Cleaning:

-        Perform daily cleaning of warehouse, including hoovering of walkways, loading bay & kitchen area and emptying of the warehouse kitchen area waste bin.

-        Encourage other team members to maintain a clean and tidy warehouse at all times.

-        Perform daily draining & shut down of air compressor.

-        Perform monthly deep clean of warehouse area.

-        Perform bi-monthly & annual cleaning tasks as required in the internal audit schedule & assist the OM in audit updates as the business develops.

 

Basic Machinery Maintenance

-        Perform regular checks on machinery to an annual schedule.

-        Be able to carry out minor fixes or maintenance as necessary.

-        Where these fixes cannot be completed in-house, the WC will liaise with the necessary professional/s to do so along with the OM.