Speciality Drinks Group

Old & Rare Buying Team Administrator

Park Royal

Apply by 04 February 2022

If you think you have what it takes, please contact us now at [email protected]

About Speciality Drinks Group

Speciality Drinks is the premier supplier of whiskies, spirits and champagnes to the on trade. We work with more than 1,000 of the best bars, restaurants and hotels across the UK and overseas, from the smallest pop-up bars to large international groups.

Job Description

Job Title:  Old & Rare Buying Team Administrator

Department: Old & Rare Buying Team

Contract Term: Permanent, Full-time

Contracted Hours: Monday to Friday 9am – 6pm This equates to a 40 hour working week, a high degree of  flexibility is required in this role

Overview of Speciality Drinks Group

Speciality Drinks is a fast-growing and world-renowned international spirits company. Founded in 1999, we were one of the first multi-channel, multi-market global drinks distributors and remain leaders in our field.

We’re looking for bright, motivated, passionate and driven people who share our passion for excellence, innovation and delivering great customer service. In return we can offer an exciting,  fast-moving, varied environment with great opportunities to develop your career.  Could it be you?

Overall Objective of Role

As the Old & Rare Buying Team Administrator, you will be responsible for all emails regarding old & rare valuations. You will support the Old & Rare team and the private client sales director, over time you will gain experience on all aspects of old and rare whiskies and other spirits, including how to identify fakes. You will get the chance to try rare products and help at tasting events. You will coordinate deliveries and shipments, manage related documentation and goods receiving.

To provide excellent customer service administration support to the Old & Rare Team. Relationship building is critical to the role to rectify any issues for customers, internal teams and to ensure the smooth delivery and receiving of orders. The role holder will be responsible for the timely reporting of information to ensure the relevant persons have the necessary.

Due to business requirements, it is expected that the role holder will need to have a degree of flexibility in order to meet the demands of the role.

The role holder must be able to adjust to a broad and fluid set of tasks as requirements change in this progressive company.

Speciality Drinks and The Whisky Exchange are the trade and retail world leaders in the Old & Rare Spirits sector. Your role would be to provide the following:

Working Relationships

Old & Rare Team
Warehouse Management
Old & Rare Showroom  
Supply Chain Team
Finance Team

Primary Duties and Responsibilities

• Logistics Administration
o Organising and scheduling shipments to and from the UK and overseas
o Prepare shipping documentation
o Purchase Order administration

• Valuations
o Ensuring to promptly respond to customers enquiries
o Liaise with Finance Team for payments
o Apply Private Customers Due Diligence; walk-in customers
o Organise delivery / collection from private sellers

• Private Client Director Liaison (Hong Kong Office)
o Checking / curating stock availability lists with MD
o Organising Sales orders
o Logistics for clients and long-term storage

• Showroom / Warehouse
o Organising quarterly collections from around the country liaising with Warehouse Manager
o Quality control: Checking items conditions (e.g. leakage, fake products, etc.)
o Liaise with Showroom Team and Warehouse Team when receiving goods

• Reporting to your Line Manager
o Delivery / shipping reports on a weekly basis
o Purchase Orders/Goods in reports
o Valuations

Key Skills and Knowledge


• Drinks background with a key interest in old and rare whisky and premium spirits.
• Ability to work independently.
• Excellent attention to detail when collating large amounts of information.
• The ability to multi-task in a time-sensitive environment and prioritise.
• Good written and verbal communication skills to ensure clear messaging between ‘The Old & Rare Buying Team’ and its contacts

Qualifications and Experience

• Good numerical skills.
• Good presentation skills.
• PC/IT literate, confident on MS software; excel (intermediate), word, power point, email

Key Behaviours

• Strong organisational skills
• Self- motivated and results driven
• Flexible, reliable and hardworking.
• Able to communicate well with others and strong interpersonal skills
• Presentable and professional at all times

A training plan will encompass the following to ensure effectiveness of the employee, and to meet our safety standards:

• Manual handling
• ERP system (Defacto)
• Any other in-house systems as required