Purchasing Administrator

About the Company

O'Briens Wines is a family-run drinks retailer based in Ireland, operating 35 stores across the country and sourcing more than 1,000 wines directly from over 180 wineries worldwide. The business focuses on delivering excellent products and strong customer experiences across its stores, online presence, support office, and digital channels. Its teams work in a collaborative environment shaped by trust, support, teamwork, and care.

Role Summary

This is a permanent, full-time position based at the Support Office in Sandyford, Dublin, with a hybrid setup that includes remote working. The role reports to the Product Team and offers a competitive salary aligned to experience.

The position is suited to a recent graduate who has a structured way of thinking, enjoys working with systems, and wants to develop a career in purchasing and commercial operations. Full training on internal processes and systems will be provided.

Purpose of the Role

As the business expands, the amount of item data administration required in Microsoft Dynamics 365 Business Central has increased the workload on buyers. This role has been created to take full ownership of product data management, allowing buyers to concentrate on sourcing, supplier negotiation, and commercial planning.

The Purchasing Administrator will be responsible for ensuring product data in Business Central is accurate, complete, and properly maintained. This is a role that demands precision, confidence, and comfort working within a highly structured ERP environment.

Key Responsibilities

Product and Item Data Administration

• Manage the full setup and ongoing maintenance of product records in Microsoft Dynamics 365 Business Central.
• Create and activate new items only after all mandatory information has been checked and completed correctly.
• Keep product details updated, including attributes, barcodes, GTINs, supplier data, and item status.
• Apply strict data standards by sending back incomplete requests and stopping incorrect information from entering the system.
• Work with buyers and suppliers to gather missing details and obtain the required approvals.

Pricing, Promotions, and Rebates

• Enter cost and retail price updates accurately and within the required timeframes.
• Keep promotional schedules up to date and support campaign activity, including campaigns tailored to specific stores.
• Prepare and maintain reports comparing competitor pricing.

Compliance and Data Control

• Maintain the organic certification database, track renewal dates, and help ensure legal compliance.
• Carry out routine checks on product certification records and promotional information.

Order Handling and Team Assistance

• Coordinate complex corporate multi-drop orders using Business Central configuration packs.
• Support buyers with product administration, commercial events, and promotional data tasks.
• Provide wider administrative support to the Products team while safeguarding the quality of product data.

Requirements

• A structured, logical approach with strong focus on accuracy and adherence to process.
• Confidence and firmness when enforcing procedures, even under pressure from buyers, suppliers, or colleagues.
• Comfort with holding boundaries where needed to protect data quality and business standards.
• Understanding of how poor item setup can affect buying, finance, and sales, with accountability for getting it right.
• Advanced Excel capability, including VLOOKUP, XLOOKUP, data validation, structured tables, and bulk data handling.
• Prior experience using an ERP platform; Microsoft Dynamics 365 Business Central is preferred.
• Excellent attention to detail and a strong commitment to data accuracy.
• Ability to juggle multiple priorities and tight deadlines.
• Strong written and verbal communication skills for working with suppliers and internal teams.
• Experience in retail, FMCG, drinks, or food and beverage is an advantage.
• Familiarity with LS Retail, Shopify, or other POS and e-commerce systems would be helpful.
• Knowledge of promotional mechanics, rebate structures, or supplier funding models is desirable.
• Interest or background in data science, analytics, or AI is welcomed.
• Experience with document control, process documentation, or SOPs would be beneficial.

Benefits and Development

The company offers employee discounts on wine and fizz, a Bike to Work scheme, HSF Health Plans that support healthcare costs including dental and optical, a company pension scheme, and a Refer a Friend scheme. Team members also have access to development opportunities through online and classroom learning delivered by internal and external experts.

Training and growth are supported through WSET Wine and Spirit Courses, and the company highlights strong internal progression with many promotions filled from within.

Inclusion

The business aims to create an environment where every colleague feels respected, valued, included, and able to bring their authentic self to work. It believes that diverse teams make better decisions and create greater impact, and it continues to invest in a workplace where individuality and different perspectives are welcomed.

Growth Environment

As the company keeps expanding, its success is driven by the commitment and capability of its people. Candidates who are motivated, eager to learn, and excited to work in a fast-paced and lively setting can expect real opportunities to grow within the organisation.