Office Administrator

Admin & Office Superstar needed.

Hawkes Bay Chilled Distribution is a local family-owned business operating as the Anchor Milk franchise for the Hawke’s Bay region. We deliver chilled milk and food products throughout Hawkes Bay, across 5 trucks that operate 6 days/week.

Our brands include Anchor, Mainland, Kapiti, Primo, De Winkel, Beehive, Hellers, Boring, Karma, Almighty and because we love to support local, Hawkes Bay Eggs, Picky, St Andrews, Te Aroha and Roosters, plus more.

We’re looking for an Admin SUPERSTAR – someone who’s reliable, accurate, and brings a positive, can-do attitude to every task. This role is at the heart of our team, supporting daily operations and ensuring everything runs like clockwork.

This role is all about keeping things running smoothly behind the scenes while delivering exceptional service to our customers and supporting our hardworking team.

Key Responsibilities:

• Keep records, files, and systems up to date and well organised including Fonterra audit requirements
• Operate to best practice using systems such as RSS, FSA, Xero, Capsule CRM. Training will be provided.
• Help maintain a tidy, professional, and welcoming office environment for drivers and our Fonterra colleagues
• Jump in to support other team members when needed – we’re all in this together!

• Be the friendly first point of contact for customer calls, emails, and walk-ins
• Assist customers with placing orders, product enquiries, account queries, and delivery information
• Follow up on customer requests promptly and professionally, aiming to delight every time
• Maintain strong relationships with regular customers and ensure consistent service standards
• Set up new customers, communicate their order login details and support the sales team by delivery an exceptional and helpful onboarding.

• Prepare and send accurate weekly invoices and statements on the designated day
• Complete account reconciliations
• Load weekly and monthly payable DDs and follow up on overdue receivables
• Check and maintain pricing for customer invoices, and inwards supplier invoices

• Receipt incoming stock and enter it into the system with care
• Liaise with the depot team to coordinate customer orders and deliveries
• Provide admin support to management to ensure smooth daily operations
• Print the route pick sheets and organize daily runs for drivers
• Maintain customer information and data for delivery runs day to day – load templates

• Are organised, proactive, and detail-focused
• Communicate clearly and confidently
• Love working in a fast-paced, team-oriented environment
• Have solid admin and computer skills (experience with invoicing/accounting software is a bonus)
• Thrive on delivering exceptional service and getting things done right – the first time!
• System & product training will be provided.

Employment benefits: $55,000 to $62,500 per annum salary, depending on experience

Staff purchasing discounts on products.

The role is based at our modern chilled depot in Hastings, Hawkes Bay, Monday to Friday 8:30am – 5pm. Some weekend work may be required in busy periods or during team cover.

We encourage you to apply!