Buying administrator (Wine Jobs: Management & Administration)

Full Time

  Lay and Wheeler

  Holton St Mary , Suffolk, England

We are looking for a highly motivated, wine-loving individual to join our buying team in a role that is the ideal introduction to the activities related to buying fine wine. 

The role will include the following responsibilities, with the opportunity for considerable progression.

Buying administration

  • Set up wines in system
    • Create code
    • Enter information in Navision, including wine info (ABV, cepage, bottle shot) and offer info (payment terms and shipment details)
  • Send purchase orders
  • Confirm orders once sale is complete
    • Confirm with supplier
    • Manage option schedule and deadlines to confirm stock
    • Manage invoicing process, including following up on any invoice queries and ensuring suppliers are paid correctly and on time
    • Work with the Shipping/Stock Controller to coordinate stock pickups and manage any stock queries
  • Manage the tasting room
    • Log samples that come in
    • Keep a samples inventory
    • Keep the tasting room clean and tidy, suitable to receive producers that visit

Supplier relations

  • Activities that support our relationships with suppliers, including any direct mailing (e.g. Christmas cards, brochures, thank you notes)

Marketing administration

  • Using our email service provider, build emails for all campaigns
  • Perform routine price checks
  • Ensure all relevant marketing information is live on the website (e.g. producer introductions, bottle shots, tasting notes, critics’ scores)

Success looks like...

  • Wines are set up in system accurately and on time with complete product information, with a process in place to check prices routinely
  • Trips are organized on time and to budget
  • Suppliers are paid on time and accounts are up to date
  • Suppliers satisfied with pickup and delivery of wines, and in general thrilled with their relationship with Lay & Wheeler


  • Highly curious and keen to learn about the fine wine trade
  • Organised and able to set up and follow a process
  • Efficient, with a strong work ethic
  • Excellent attention to detail
  • Enjoys interacting with suppliers, with excellent interpersonal skills and communication abilities

If interested, please send a CV and cover letter explaining why you’d love this role

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