Location:Dumbarton HQ (On-site)
Contract:Full Time, Permanent. 4 day week, Mon-Thurs.
Reporting to:Iain Croucher, Founder
The Opportunity
North Star Spirits is an award-winning independent whisky bottler with a truly creative spirit. We are a small friendly team (think hug not handshake) with a loyal following and big ambitions.
North Star is growing fast, and we need an administrative anchor at the centre of our operations.
You will be the right hand to the Founder, taking full ownership of the administrative, financial, and logistical engine of the business so that the leadership team can focus on strategy and whisky creation.
The Mission
Your primary goal is to protect the time of the Founder and manage the day-to-day finances and cash flow of the business. You will professionalise our back-office, ensuring that while our brand is famously wild, our operations are boringly efficient.
Key Responsibilities
- Credit Control:Own the Aged Receivables list. You will proactively chase invoices, maintain relationships with finance departments at our global distributors, and ensure cash arrives on time. You need the ability to have firm, professional conversations.
- Bookkeeping:Daily management of Xero. Reconciling bank feeds, processing bills, and preparing payment runs for approval.
- Cash Flow Discipline:Enforcing 30-day payment terms with suppliers to preserve working capital. Familiarity with tools such as Fathom to create regular cash flow forecasts.
- Regular review:Leading a 30-minute weekly finance review with the Founder to flag issues and sign off payments.
2. Logistics & Export Operations
- Export Documentation:Managing the detailed and complex paperwork required for moving spirits globally (EMCS, T1s, Commercial Invoices). Experience with HMRC compliance is highly desirable.
- Shipping Coordination:Liaising with hauliers and our warehouse team to ensure orders leave on time and without error.
- Inventory Administration:Assisting in maintaining accuracy on our Vapour inventory system.
- Calendar:Managing the Founder’s calendar to ensure Strategic Focus Time is protected from interruptions. You are the first line of defence against interruptions.
- General Office Management:Managing utilities, supplies, insurance renewals, and being the point of contact for external service providers.
- Ad-Hoc Projects:Assisting with the organisation of trade shows, tasting events, and the implementation of new certifications.
The Ideal Candidate
Experience & Skills:
- Must have:Office management experience.
- Must have:Strong proficiency with Xero (or similar cloud accounting software) and cash flow forecasting.
- Desirable:Experience in the Drinks Industry, Logistics, or FMCG—specifically dealing with Export/Customs.
- Desirable:Experience dealing with credit control/debt collection.
Personality Fit:
- The Yin to our Yang:You love spreadsheets, processes, and a tidy inbox. You find satisfaction in bringing order to chaos.
- Firm but Fair:You are comfortable chasing money and saying no to non-urgent requests to protect the business focus.
- Self-Starter:We are a small team. There is no HR department or IT desk. You need to be resourceful and able to solve problems independently.
- Authentic:We are a west of Glasgow business with a distinct personality. We want someone professional but human—no corporate robots.
The Package
- Pension:Company pension scheme.
- Perks:Staff discount on award-winning whisky and the chance to be part of a company building its own distillery (Dal Riata).
How to Apply
Please send a CV and a cover letter explaining why you are the right person to bring order to northstarspiritswhisky@gmail.com
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