Retail Support Administrator | Guernsey

Full Time | Permanent Position

40 Hours Per Week

Flexible hours between 8.00am – 5.30pm (Monday to Friday)

Joining Blue Diamond you will be part of the second largest garden centre retail group in the UK & Channel Islands. Continually seeking growth and expansion as a company with ever-evolving career opportunities being created within.

Retail Support Administrator

You will be at the forefront of support for our garden centres. Forming part of a small team (department based) investigating and resolving all queries relevant to your team’s department whilst working closely with the departments buying team to undertake the responsibilities as detailed below:

Your first point of contact for all queries / issues will be your Retail Support Team Leader.

Invoice Reconciliation

** Upon reception of goods, centres generate ‘goods received notes’ in relation to the stock received. These GRNs are created on our EPOS system and provide a detailed list of all individual products received along with quantities. Once supplier invoices are received at Head Office, they are matched to these GRNs by our purchase ledger team in the first instance. All that match in value are subsequently released for payment. Any that do not match the value of relating GRNs, are passed to the Retail Support Teams for further analysis / investigation. Once issues have been established, they are raised with relevant parties to retain stock-file accuracy and enforce agreed Terms.

  • Ensuring suppliers are upholding their end of agreed terms & conditions / cost prices & discounts and highlighting all instances in which suppliers are failing to do so.
  • Reconciliation of credit notes received values and quantities vs that requested.
  • Reconciliation of goods received values and quantities vs that invoiced.
  • Highlighting instances of cost / retail discrepancies to your Retail Support Team Leader to seek resolution and increase first time invoice matching rates. Raising subsequent credit requests if necessary.
  • Raising instances of quantity discrepancies between GRN and invoice with the relevant centre to establish whether or not deliveries have been receipted in incorrectly.
  • Any persisting issues are to be brought to the attention of your Retail Support Team Leader as further in-depth investigation may be required to aid resolution.

Database Management

  • Preparing and Importing new product listings / updating current product data within the system database.

** This data will be received from suppliers / your buying team and will require liaison with these parties to ensure accurate finalized agreed product data can then be manipulated into the correct template format to import onto the system. All finalized product information, costs and retails are decided by the department buying team and suppliers.

  • Investigate and seek resolution to product queries raised by centres.
    ** I.E. Queries regarding products not scanning on our EPOS system, product information requiring reviewal or promotional offers failing to activate etc; all require investigation by liaising with the buying team / suppliers to establish correct product information and ensure all products are updated on the system / promotional offers are repaired.

  • Create / Amend promotional offers as requested by the buying team / centres
    ** Promotional offers are periodically decided upon by the buying team / centres and are then communicated to the Retail Support Teams in order to create / amend on the system.

  • Raising Pre-Determined Stock Orders
    ** Stock orders / Purchase orders are either generated or decided upon by the department buying team. These orders are then communicated to the Retail Support Teams to manipulate into the correct format to then import / create on the system. Once finalized by the buying team or reviewed by centres, these are sent through to suppliers to fulfil by the Retail Support Team.

 Clearing dated outstanding orders from the system in order to retain a clear understanding of purchase orders centres should be expecting. These are to be investigated frequently and any purchase orders that are found to be in need of removal must be cleared from the system so as to not confuse / jeopardize the accuracy of further ordering.  
** This may require communication with suppliers / centres querying the whereabouts of purchase orders currently outstanding on the system that have since passed the initial expected delivery date.

  • Maintaining EPOS System Data

    ** Product data imported into our EPOS System database will be displayed to our customers on receipts. Promotional offer names, product descriptions & sizes are all displayed to the customer so must be checked for uniformity, human readability and ease of understanding.

Additional AD-HOC Duties

  • Produce and send data reports from our EPOS system to suppliers / centres / buyers for reviewal.
  • Produce and send data reports from the accounts system to suppliers for reviewal.
  • Query suppliers regarding outstanding credit requests that have not been fulfilled.
  • Communicate changes / information down to centres (promotional / delivery date amendments / issues to be aware of).

Essential Qualities

  • Able to apply a clear and logical approach to all tasks undertaken.
  • Ability to work accurately with high attention to detail.
  • Organized with excellent time management skills.
  • Contributing team player with the ability to work well independently.
  • Understanding of prioritization of deadlines and workload.
  • Comfortable using Microsoft Office applications.
  • Excellent verbal and written communication skills.
  • Confident telephone manner in order to liaise quickly and efficiently with centres, suppliers and buyers.
  • Proactive approach towards learning new skills as well as developing existing skills to continue to increase knowledge and experience of procedures.
  • Flexible and versatile towards workload as projects may arise that will immediately assume priority over current tasks. 

Accounts Administrator

Full Time | Permanent Position

40 Hours Per Week

Flexible hours between 8.00am – 5.30pm (Monday to Friday)

Blue Diamond Group is one of the UK’s largest Garden Centre Groups, with 37 centres throughout the UK and in the Channel Islands and we are continuously growing.  Our centres are widely regarded as some of the best in the country and we have won many retail and restaurant awards.   Our centres and restaurants offer style and innovation in an aspirational environment which encourages loyalty and satisfaction from our customers.

Our Group Head Office is located in Guernsey at Le Friquet, Home of Garden and Living and from here we provide a wide range of strategic, operational and administrative support for all our centres and restaurants and we are now looking for an enthusiastic candidate to join our Accounts Department.

The successful candidate will have responsibility for the receipt and payment of invoices, resolving centre queries and liaising with vendors and garden centres. You will responsible for ensuring that accounts are reconciled accurately, payments are issued within our terms, and track outstanding credit claims with the suppliers, ensuring that all raised claims are honoured.

The ideal candidate will have experience within a similar role; have excellent numeracy and strong IT skills, with the ability to use all Microsoft packages. Building a good rapport with suppliers is key, therefore we are looking for someone with excellent customer services skills who is a good communicator, friendly and approachable.

All of the vacancies listed above are based at our Head Office in Guernsey in the Channel Islands.  You should be located within Guernsey to apply for these roles.

Our head office is located within our Le Friquet Garden Centre.

To apply for the roles above, send your CV and cover letter to or call on 01481 210 337