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.
