Reports to:
Director / General Manager
Job Purpose
To oversee the smooth day-to-day operations of the office by managing administrative functions, supervising support staff, coordinating between departments, and ensuring efficient systems for documentation, communication, and workflow.
Key Responsibilities
Office Administration & Operations
- Oversee daily office operations to ensure efficiency and organization
- Develop and implement administrative systems, policies, and procedures
- Maintain proper filing systems (physical and electronic)
- Ensure availability of office supplies and manage procurement
- Handle office maintenance, utilities, and service providers
Staff Supervision & Coordination
- Supervise administrative staff (receptionists, assistants, clerks)
- Assign tasks and monitor performance
- Ensure proper coordination between:
- Accounts
- Sales
- Warehouse
- Logistics
- Support recruitment, onboarding, and training of admin staff
Financial & Commercial Support
- Oversee invoicing and quotation processes for accuracy and timeliness
- Support the accounts team with documentation and approvals
- Ensure proper handling of customer records and transactions
Customer & Supplier Coordination
- Ensure professional handling of customer enquiries and walk-ins
- Oversee preparation of quotations, tenders, and documentation
- Maintain relationships with key suppliers and service providers
- Ensure timely communication and follow-ups
Compliance & Documentation
- Ensure company complies with internal procedures and policies
- Maintain important business records, licenses, and contracts
- Support audit preparation and documentation
- Implement internal controls to reduce errors and fraud
Reporting & Management Support
- Provide regular updates to management on office operations
- Identify inefficiencies and suggest improvements
- Support management with reports, presentations, and coordination
Key Skills & Competencies
- Strong leadership and team management skills
- Excellent organizational and multitasking abilities
- High attention to detail and problem-solving skills
- Strong communication and interpersonal skills
- Ability to work under pressure and meet deadlines
- Trustworthy, proactive, and results-oriented
Qualifications & Experience
- Diploma or Degree in Business Administration, Management, Accounting, or related field
- 3–5 years experience in office administration or management
- Experience in a distribution, trading, or medical supply company is an advantage
Computer Skills
- Proficient in Microsoft Office (especially Excel and Word)
- Experience with ERP systems (e.g., Odoo, Sage, Pastel) is an added advantage
Working Conditions
- Office-based role
- Requires regular coordination with warehouse and operations teams
