Office Administrator / Coordinator

Posted 01 July 2024
Job type SEED - Permanent

Job description

Key Responsibilities:

  • Provide administrative support to ensure efficient office operations.

  • Coordinate office activities and operations to ensure compliance with company policies and procedures.

  • Supervise administrative staff, delegating responsibilities to ensure high performance.

  • Manage agendas, travel arrangements, and appointments for upper management.

  • Assist colleagues whenever necessary to ensure smooth office functioning.

Commercial Administration:

  • Enter client orders into the system and submit them to various suppliers within the required time frame.

  • Manage the commercial administration process, including handling credit notes, invoicing, and purchase orders.

  • Create customer profiles in the ERP system with complete and accurate information.

  • Comply with contract management processes as per received instructions.

  • Generate reports, maintain records, store completed work in designated locations, and perform backup operations.

  • Oversee the end-to-end invoice submission process, including updating the Invoice Tracker, system updates, supervising submission, and ensuring accuracy.

  • Communicate with customers via phone calls and emails, sending quotations, and issuing invoices.

  • Update daily entries and file invoices diligently.

  • Keep all information confidential and comply with data integrity and security policies.

Additional Responsibilities:

  • Complete operational requirements by scheduling and assigning administrative projects, expediting work results.

  • Support the team by performing tasks related to organization and strong communication.

  • Cross-check documents such as order confirmations and invoices from suppliers to verify accuracy, and correspond with suppliers for adjustments.

  • Contribute to team efforts by accomplishing related tasks as needed.

Requirements and Skills:

  • Proven experience as an office administrator, office assistant, or a relevant role.

  • Outstanding communication and interpersonal abilities.

  • Excellent organizational and leadership skills.

  • Familiarity with office management procedures and basic accounting principles.

  • Excellent knowledge of MS Office and office management software (ERP systems, etc.).

  • Qualifications in secretarial studies are an advantage.

  • BSc/BA in office administration or a relevant field is preferred.