Office Administrator

The Office Administrator is responsible for coordinating daily administrative, sales support, and financial processing activities.

The Office Administrator is responsible for coordinating daily administrative, sales support, and financial processing activities. This role ensures smooth communication between customers, drivers, warehouse staff, and accounts, while maintaining accurate records and supporting overall business operations.

Employment Type: Permanent
Location: Fernandes Compound, EMR
Operating hours: Monday - Friday, 8am - 4:30am
Availability: Immediately
Salary: $7,000

Key Responsibilities

Order Processing & Logistics Coordination

• Enter customer orders and prepare dispatch documentation (shared responsibility).

• Coordinate daily activities with drivers and warehouse teams, including deliveries, collections, banking, and packaging.

• Schedule deliveries and communicate with customers based on specific requirements.

• Advise warehouse on stock preparation and availability.

• Convert orders to invoices upon completion and track outstanding items due to stock shortages.

Customer Service & Sales Support

• Respond to customer queries via phone and email.

• Follow up with customers on outstanding payments and update collection logs.

• Handle walk-in sales and provide customer support.

• Record incoming sales from sales representatives, telephone, and email.

• Prepare customer quotations as requested (shared responsibility).

Documentation & Administrative Support

• Print, collate, and manage all documents related to deliveries, collections, and packaging.

• Maintain accurate records of invoices, receipts, and supporting documentation.

• Check daily emails for remittances and customer correspondence.

Financial & Accounting Support

• Reconcile cash and cheque collections received from drivers and ensure proper documentation.

• Prepare receipt sheets and manage collections via cash, ACH, and POS.

• Prepare vouchers and process local and foreign transactions.

• Review vouchers and receipt sheets prepared by Accounts Assistants for accuracy.

• Balance and settle POS machine transactions daily.

• Secure all cash and keys at the end of each day.

Returns & Inventory Adjustments

• Process product returns and exchanges.

• Prepare and issue credit notes within the system.

General Support

• Provide administrative and operational support to management as required.

• Assist with any additional duties necessary for the efficient running of the office.

Key Skills & Competencies

• Strong organizational and multitasking abilities

• Attention to detail and accuracy in financial processing

• Effective communication and customer service skills

• Proficiency in Microsoft Office (especially Excel)

• Ability to coordinate across multiple teams (sales, warehouse, accounts)

• High level of integrity and confidentiality when handling cash and sensitive information