Office Administrator

OFFICE COORDINATOR

BalTraWed UK Ltd (trading as Podkovan) - Premium Czech Beer Importer & Distributor

ABOUT US

BalTraWed UK Ltd is the exclusive UK importer and distributor of Podkovan, a premium Czech lager with deep brewing heritage. We're on a mission to build Podkovan into a recognised premium beer brand across the UK - and we're at the most exciting stage of that journey, growing our customers, range and reputation fast. We're a young, entrepreneurial company where things move quickly and every person makes a real difference. Joining us now means getting in early and helping shape how the business grows.

THE ROLE

We're looking for a bright, well-organised Office Coordinator to be the organisational heart of our growing business. Working closely with the Managing Director, you'll keep the office running smoothly, look after the day-to-day administration, manage our stock and order records, and help keep our accounts and paperwork in good order.

It's a hands-on, varied role with real responsibility and plenty of room to grow. If you take pride in being the one who keeps things running, you'll thrive here. Accounts experience is a bonus rather than a must - if you're numerate and willing to learn, we'll support you.

WHAT YOU'LL BE DOING

• Office administration (the heart of the role)
• Being the organised hub of the office and first point of contact for calls, emails, post and enquiries
• Managing diaries, scheduling, meetings, travel and appointments
• Preparing documents, letters, reports and presentations in Word, Excel and PowerPoint
• Setting up and maintaining accurate records, files and databases
• Taking minutes in meetings and following up on actions
• Ordering supplies and liaising with office, facilities and service providers
• Keeping admin processes, templates and systems tidy and up to date
• Providing day-to-day PA-style support to the Managing Director

Accounts & bookkeeping support (Xero - training provided)

• Raising, sending and chasing customer invoices
• Reconciling customer and supplier accounts in Xero (We use Xero. If you've used it, great; if not but you're comfortable with numbers, we'll train you.)
• Keeping records and spreadsheets accurate and up to date
• Supporting month-end and liaising with our external accountants

Suppliers & sales support

• Working with suppliers and vendors
• Managing stock, inventory and order records in BREWW, our beer-industry system (full training provided), and keeping stock levels and reconciliation on track
• Coordinating deliveries and collections with our warehouse and logistics partners when needed
• Preparing quotations, helping with trade shows and the occasional event, and supporting our sales team behind the scenes (they look after day-to-day customer relationships)

WHO WE'RE LOOKING FOR

First and foremost this is an office administration role, so we want someone genuinely organised, reliable and good with both people and systems. You'll ideally have:

• Solid office administration or coordination experience - you know how to keep a busy office or operation running
• Confident Microsoft Office skills, especially Word and Excel
• A careful, accurate and numerate approach (accounts or bookkeeping experience is a real plus, and Xero even more so - but we'll train the right person)
• Excellent organisation and the ability to juggle competing priorities calmly
• A friendly, professional manner with suppliers, colleagues and customers
• Trustworthiness and discretion - you'll work closely with senior management and handle commercially sensitive information
• A proactive, can-do attitude and a genuine willingness to learn and take on more
• A genuine interest in beer, brewing or premium food and drink is a real plus - we're passionate about what we sell, and it helps if you are too

We'd also welcome organised administrators, coordinators or team leaders from hospitality, retail or FMCG looking to move into a varied office role.

TECHNOLOGY & AI

We're a modern business that embraces technology. Alongside solid Word and Excel skills, it helps if you're quick to pick up new software, confident across Microsoft 365, and happy to use AI tools such as ChatGPT and Claude to work more efficiently. We'll train you on Xero and BREWW.

WHERE THIS ROLE CAN GO

This role is designed to grow. As we build our UK operation, we want someone who can grow with us - and for the right person, it has genuine scope to develop into an Office Manager position over time, with more responsibility and ownership. With regular performance and development reviews, and an early salary review in your first year, your progress is recognised early and often. This is a genuine ground-floor opportunity to build a career, not just do a job.

WHY YOU'LL ENJOY WORKING HERE

• No two days are the same - the variety keeps it genuinely interesting
• You'll work directly with the Managing Director, with real responsibility and ownership from an early stage
• Your ideas will be heard and acted on - and you'll play a genuine part in building a premium beer brand in the UK

BENEFITS

• Around 37 days' paid holiday a year - 25 days plus bank holidays, your birthday off, and our Christmas closure
• Staff discount on our beers
• Discretionary bonus potential as the business grows
• Company pension scheme
• Employee Assistance Programme from day one - confidential wellbeing, counselling and financial and legal suppor
• A paid volunteering day every year
• Cycle to work scheme and season ticket loan
• Company laptop and phone
• Ongoing learning and development, and the chance to help shape our systems and processes

READY TO JOIN US?

If you're an organised, capable administrator who wants real responsibility and room to grow in a friendly, fast-growing business, we'd love to hear from you. Send your CV with a short note on why the role appeals and why you'd be a good fit.

No agencies, please.