About the Role
Job Reference: JD-AA-001
Job Title: Administrative Assistant
Department: Commercial & NPD
Report To: Commercial Manager/ NPD Manager
Description
Vita Manufacture is a leading supplement manufacturer in UK that offers consistent and cutting-edge product development and manufacturing services for food supplement and medical device industries. With complete openness throughout the entire process, we guarantee total visibility and contact with our clients. Market research, product development, scale-up, manufacturing, distribution, and logistics are all areas where our team of knowledgeable supplement manufacturers excels.
Purpose
The Administrative Assistant provides comprehensive support to the commercial and New Product Development (NPD) teams. This role ensures the smooth operation of key business functions by managing documentation, data entry, purchase order processing, and assisting in manufacturing order (MD) planning to support the production team.
What You’ll Do
Document Preparation – Creating proposals, specifications, and other commercial documents
Purchase Order Management – Raising POs, tracking purchases, and liaising with suppliers.
Data Entry & Record-Keeping – Managing administrative records, databases, and filing systems.
Internal Coordination – Supporting the Commercial and NPD teams with administrative tasks.
Manufacturing Order Planning – Assisting in MO planning and coordinating with the production team
Compliance & Reporting – Ensuring accuracy and adherence to procurement and documentation policies.
What You’ll Bring
Strong organisation skills to manage multiple organisation tasks effectively
Attention to details to ensure accuracy in document preparation and date entry
Ability to analyse and validate information before processing purchase orders and manufacturing orders
Basic financial awareness to track procurement and expenses
Understanding of production planning and coordination to assist the production team effectively.
Desired Skill and Experience
Prior experience in an administrative role, preferably within commercial production or product development functions
Experience preparing proposals, product specifications, and purchase orders
Familiarity with procurement processes and supplier communication
Strong data entry skills and ability to manage digital and physical documentation
Understanding of manufacturing order ((MO) planning and production support.
Qualification and Education [Use JDAF Details i.e., Qualifications & Education]
Minimum GCSEs (or equivalent) in English and Mathematics required
Higher education qualifications in business administration or a related field preferred.
Proficiency in Microsoft Office (Excel, Word, Outlook) and ERP systems is advantageous.
In Return, The Successful Candidates Will Receive
• Full on the job training, constantly, throughout your career here at Vita Manufacture Limited.
• 28 days holiday per year, inclusive of bank holidays.
• Competitive salary
• Birthday Gifts.
• Christmas party, fully paid for by the Managing director.
• Annual team building days.
• Excellent in-house career development opportunities.
Growth And Opportunities
Join us, and you'll be more than just a number—we invest in your growth. From day one, you'll be supported in refining your organizational, communication, and problem-solving skills, ensuring you are set up for success. With structured training, performance feedback, and exposure to different aspects of the business, you will have the opportunity to progress into higher administrative or managerial roles, such as Office Manager, or Operations Coordinator.
Work Location: [Hybrid, in-person, work from home]
Schedule: Monday – Friday
Working Hours: 8:30 – 17:00
JOB PROFILE / JDAF: https://myalixir-my.sharepoint.com/:b:/g/personal/o_okeke_myalixir_co_uk/EdS8XML4aIhKvElDB3wM_94B9P11dWRJWWce4iOBqKKRMA?e=to4KsK
Requirements
Administrative Assistant Candidate Persona
Name: Emily Age: 25-40
Personal Background
Lives in a suburban or city area with access to business districts.
Rents or owns a home or apartment, possibly living with a partner or family.
Values job stability and career growth in an administrative role.
Enjoys working in an organized and structured environment.
Motivated by financial security, professional development, and a positive work environment.
Personality
Detail-Oriented & Organized – Efficient in handling multiple administrative tasks with accuracy.
Proactive & Resourceful – Anticipates needs and takes initiative to improve efficiency.
Reliable & Trustworthy – Maintains confidentiality and adheres to company policies.
Good Communicator – Effectively interacts with colleagues, suppliers, and management.
Problem-Solver – Quickly identifies solutions for administrative and operational challenges.
Tech-Savvy – Comfortable using office software, databases, and ERP systems.
Working History
2-5 years of experience in an administrative role within a commercial, manufacturing, or corporate setting.
Previous experience with document preparation, data entry, and purchase order management.
Familiarity with ERP systems, procurement processes, and production support is advantageous.
Skilled in using Microsoft Office (Excel, Word, Outlook) and internal databases.
Preferred Working Environment
Structured & Process-Driven – Thrives in an environment with clear tasks and responsibilities.
Fast-Paced but Organized – Can handle multiple tasks efficiently without compromising accuracy.
Collaborative – Works well with commercial, NPD, and production teams.
Office-Based with Occasional Coordination with Other Departments – Primarily desk-based but interacts with internal stakeholders.
Deadline-Oriented – Ensures timely completion of documentation, purchase orders, and production planning support.
Goals and Challenges
Goals:
Grow within the company and potentially transition into a senior administrative or operations role.
Enhance technical and organizational skills in business administration.
Improve efficiency in document handling, purchase order tracking, and production support.
Maintain high accuracy and compliance with company policies.
Challenges:
Managing multiple priorities while ensuring accuracy and efficiency.
Adapting to changes in production schedules and procurement demands.
Handling time-sensitive tasks and meeting deadlines consistently.
Balancing administrative workload while supporting production planning.
Personal Preferences
Prefers an organized work environment with clear expectations.
Enjoys problem-solving and improving administrative workflows.
Values job stability, professional development, and opportunities for career growth.
Comfortable working with digital tools and office software.
Interests
Interested in business administration, process optimization, and workplace efficiency.
May have hobbies in organization, planning, or project management.
Enjoys learning new tools and techniques to enhance workplace productivity.
Values teamwork and collaboration in a professional setting.
About the Company
ABOUT US
We are a leading provider of innovation customer-focused development and manufacturing services for the supplement and medical device industry. Here, you can learn more about our mission, vision, and culture.
We strive to provide the highest level of service to our clients, while adhering to industry standards and best practices. Please feel free to contact us with any questions or to learn more about how we can help you with your development and manufacturing needs
OUR MISSION
Our mission is to provide high-quality products and efficient supply chain management to our clients, ensuring on-time delivery and adherence to industry standards. We strive to exceed customer expectations through transparency, communication, and a commitment to excellence.
OUR VISION
Our vision is to be the go-to provider for innovative customer-focused development and manufacturing services in the supplement and medical device industry. We aim to be recognized for our expertise, quality, and efficiency.
OUR CULTURE
At Vita Manufacture, we foster a culture of innovation, collaboration, and integrity. We believe in the power of teamwork and the importance of open communication to achieve our goals. We are dedicated to providing a safe and enjoyable work environment for our employees and we are committed to making a positive impact on the communities we serve.