ADMINISTRATIVE ASSISTANT

ADMINISTRATIVE ASSISTANT

LOCATION           SAN FERNANDO

INDUSTRY           INDUSTRIAL

EMPLOYMENT TYPE       CONTRACT

We are looking for an experienced and professional administrative assistant to provide support across several administrative functions.

KEY RESPONSIBILITIES:

The administrative assistant will be responsible for:

1. Office Management: Organize and maintain the office environment, ensuring that supplies are stocked and equipment is functioning properly.
2. Customer Service: Assist customers with inquiries, providing product information and resolving issues related to orders and deliveries in a professional and courteous manner.
3. Order Processing: Manage the processing of customer orders, including data entry into the inventory and order management systems.
4. Documentation: Prepare and maintain accurate records of transactions, shipments, ensuring compliance with company policies. Maintains hard copy and electronic filing systems to facilitate easy retrieval.
5. Scheduling and delivery: Coordination and prioritization of customer deliveries including logistics and communication with external parties.
6. Communication: Serve as the primary point of contact for internal and external communications, including emails and phone calls.
7. Data Management: Maintain and update relevant databases, ensuring information is accurate and up to date for sales, inventory, and customer contacts.
8. Assisting Sales Team: Provide administrative support to the sales team, including preparing presentations and managing sales documentation.
9. Billing and Invoicing: Assist with billing processes, including quotations, invoicing customers and following up on payments as necessary.
10. Projects: Provide administrative services on various projects and initiatives as assigned by the managing director.

QUALIFICATIONS AND EXPERIENCE

• Minimum of 3 years experience with general business operations and administrative requirements. (Or similar capacity)
• Diploma or certificate in office administration, secretarial studies or a related field or an equivalent combination of academic and work experience.
• Experience in basic accounting will be an asset.

 REQUIRED SKILLS

1. Organizational Skills - Ability to manage multiple tasks, prioritize effectively, and maintain an organized workspace.

2. Communication Skills - Strong verbal and written communication abilities to convey information clearly and professionally to colleagues, clients, and stakeholders.

3. Time Management - Proficiency in managing one’s time effectively, meeting deadlines, and balancing various responsibilities.

4. Attention to Detail - Meticulousness in reviewing documents and completing tasks accurately to avoid errors.

5. Technical Proficiency - Familiarity with office software (e.g., Microsoft Office Suite, Google Workspace) and tools for scheduling, project management, and communication.

6. Interpersonal Skills - Strong ability to work collaboratively with team members, maintain positive relationships, and provide excellent customer service.

10. Basic Financial Skills - Familiarity with, invoicing, and basic accounting principles may be beneficial.

11. Report Preparation: Assist in preparing reports related to inventory, and other key metrics, providing insights to management.