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Planning and Customer Service Administrator

Ref: 96 Date Posted: Monday 20 Nov 2023

Job description

Position: Planning & Customer Service Administrator

Location: West Calder

Reports to: Planning & Customer Service Manager

Overall purpose of Role:

To assist the Company by providing efficient and effective operation of the warehouse management software, whilst also providing administrative support to the Planning & Customer Department.

Skills & Experience:


A ‘hands on’ and proactive administrator, looking to expand their Customer Service and Planning Skills within a small team. Confident liaising between internal and external stakeholders to ensure clear communication.

Technical Experience

  • Intermediate PC Skills - Formula and graphs in excel, import photographs in PowerPoint, high standard of document production, report writing
  • Strong analytical and numerical skills, with the ability to input and interpret complex data using IT systems
  • Previous Administration experience

Customer Focus

  • Professional telephone manner and experience of dealing with service users and suppliers
  • Ability to perform front of house reception duties with a customer focussed approach
  • Ability to form strong working relationships with customers and suppliers


  • Confident, with the ability to gain trust and respect
  • Ability to cope with a varied workload which can be high volume at times
  • A positive attitude with the desire to expand their skill set
  • Organised with a high level of attention to detail
  • Able to respond quickly to emerging business needs
  • Ability to prioritise tasks

Health & Safety

  • Working knowledge of HSE legislation

Main Responsibilities:

1. Supporting the installation of the inventory warehouse management software.

2. Maintaining an awareness of the regulatory and Company standards that apply to the role such as HMRC, COMAH and H&S. COMAH specific - Understand and act in accordance with the Site Emergency Response Plan in the event of an evacuation or major incident, and regularly participate in COMAH improvement activity.

3. Supporting members of the Planning & Customer Service Department in maintaining files and databases.

4. Regularly liaising with the Warehousing Operations Department to ensure the smooth running of site operations and maintaining communication across all areas of the business.

5. Assisting Planning & Customer Service Department with administration tasks.

6. Processing customer instructions and providing both internal and external customers with stock related information where required.

7. Any other duties that may reasonably be required in line with your contractual role.

You should only apply to this role with The North British Distillery Company Ltd. once you have read and understood this privacy notice which sets out the personal data we will collect from you and how it will be used. The information you provide in this application, including your name, address, email address, telephone number and previous employment history will be processed by our internal recruitment coordinators to evaluate your suitability for the role. This information will be retained by NBD for the duration of this job vacancy and will be permanently deleted once the position has been filled. You have the right to ask us to amend your records, delete your personal data or stop processing it at any time but you should be aware that without this information we will not be able to consider your application for the role. If you would like further information regarding the use or storage of your personal data please do not hesitate to contact us at 0131 337 3363. Or, to see our Company’s online privacy policy, please visit our website at