Administrative Assistant

Administrative Assistant (Part-Time, Remote)

Company: Edesia Fine Foods Limited

Location: Remote (Preferred location West London, Berkshire or Buckinghamshire)

Hours: 10 hours per week, Monday to Friday

Working Hours: 10:00am – 12:00pm

Salary: £16 per hour

About Edesia Fine Foods Limited

Edesia Fine Foods Limited is a specialist food distribution business supplying premium quality Mediterranean food products to wholesalers throughout the UK. We pride ourselves on delivering excellent customer service, efficient order fulfilment, and strong supplier relationships.

As we grow, we are seeking a reliable, organised, and detail-oriented Administrative Assistant to support the day-to-day running of our order processing and administration functions.

Role Overview

This is a key support role responsible for processing customer orders, coordinating with suppliers, maintaining accurate records, and reconciling payments. The successful candidate will be the first point of contact for many administrative activities and will help ensure that customer orders are handled efficiently from receipt through to fulfilment.

Due to the time-sensitive nature of customer orders and supplier communications, the role requires availability between 10:00am and 12:00pm, Monday to Friday, and these hours are not generally flexible.

The role is remote and would suit someone who is highly organised, comfortable working independently, and experienced in administrative and financial record-keeping. There will be a requirement to meet with stakeholders face to face from time to time.

Key Responsibilities

• Receive and process customer orders via email and telephone.
• Accurately enter and maintain customer order records.
• Place purchase orders with suppliers and monitor order progress.
• Liaise with suppliers regarding stock availability, delivery schedules, and order fulfilment.
• Communicate with customers regarding order confirmations, deliveries, and queries.
• Maintain accurate records of orders, invoices, and supplier communications.
• Allocate payments and reconcile transactions within Xero.
• Investigate and resolve discrepancies relating to orders, invoices, and payments.
• Assist with invoice preparation and administrative financial tasks.
• Produce reports and summaries as required by management.
• Provide general administrative support to the Directors.

Skills and Experience

Essential

• Previous experience in an administrative, office support, customer service, or order processing role.
• Excellent organisational skills and attention to detail.
• Strong written and verbal communication skills.
• Ability to work independently and manage workload effectively.
• Good working knowledge of Microsoft Office, particularly Outlook and Excel.
• Comfortable handling invoices, payments, and financial records.
• Reliable internet connection and suitable home working environment.

Desirable

• Experience within food distribution, wholesale, logistics, or supply chain administration.
• Previous experience using Xero accounting software.
• Experience reconciling customer and supplier payments within Xero.
• Ability to raise invoices, allocate payments, reconcile bank transactions, and investigate account discrepancies.
• Experience processing purchase orders and managing supplier relationships.

Personal Attributes

• Highly organised and methodical.
• Trustworthy and dependable.
• Strong attention to detail and accuracy.
• Professional and customer-focused.
• Proactive and able to identify and resolve issues independently.
• Able to handle confidential information with discretion.

What We Offer

• Remote working.
• Consistent weekday working hours.
• Opportunity to play an important role within a growing food distribution business.
• Supportive and collaborative working environment.
• Competitive hourly rate.

To apply, please send your CV together with a brief covering note outlining your relevant experience, particularly any experience in order processing, supplier management, payment reconciliation, and the use of Xero.