Office / Admin Services / HR Management

Office Administator

Key Responsibilities

• Answer phone calls and direct calls to appropriate parties or take messages
  
• Manage and optimize the relationship with the courier services, suppliers, manage incoming and outgoing documentation, samples etc.

• Assist the sales team in performing prospections, submitting price requests, setting up price calculation sheets, setting up and sending out quotations;
  
• Generate releases, picking lists and invoices out of SAP and forward to relevant stakeholders;
  
• Attend daily weekly/ monthly sales meetings with the full sales team;
  
• Provide technical support to sales team and liaising between sales team and company’s production partners in case of technical questions/improvements/ trials etc;
  
• Manage the companies stocks and maintain accurate stock sheets and execute physical stock counts at different moments of the year (where necessary in collaboration with colleagues);
  
• Manage day-to-day relationship with logistics suppliers, manager their pricing and operational performances and advise on shortcomings or potential improvements;
  
• Assist the sales team in managing customer claims of any kind in an effective and timely manner and according to corporate requirements (sales force);
  
• Prepare reports, memos, letters, and other documents using word processing, spreadsheets, SAP, or presentation software.

• Coordinate production planning over the different production facilities of its production partners;
  
• Coordinate logistics and on time deliveries to customers;
  
• Arrange transport to our warehouse and to our clients;
  
• Assist sales team in cost effectively managing stock levels (SAP);
  
• Place orders with production Partners and book these into SAP;
  
• Analyze on daily basis the supply chain performance;
  
• Optimize the stock levels;
  
• Forecast sales and purchase based on input of sales team;
  
• Negotiate and compare prices of suppliers;
  
• Negotiate lead times with suppliers;
  
• Responsible for the purchase of goods and align planning with our production unit.

• Analyze and confirm correctness of incoming invoices from production partners and logistical suppliers;
  
• Invoice clients on an accurate and timely basis
  
• Work in close collaboration with Finance department for all financial matters.

Knowledge

• Must be strong in problem solving and scientific/mathematical thinking skills, and ability to create organized and professional material.
  
• Possess good organisational and analytical skills
  
• Attention to detail is expected to ensure high quality process and documentation.
  
• Strong problem solving and communication skills.
  
• High sense of integrity
  
• Good Communicator

Skills & Experience

• Must have 3rd level degree in Business discipline and/or 5 years working in a similar role
  
• Knowledge of SAP is a plus
  
• Knowledge of Salesforce a plus
  
• Sense of both organizational and technical aspects of the profession
  
• Excellent in English language in word and writing
  
• Focus on results and quality and commercial impact
  
• Analytical and process-oriented thinking and acting.
  
• Proficient in IT