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We are seeking a proactive and detail-oriented Office Administrator to join our Food Manufacturing team. This role is crucial to maintaining smooth office operations, with responsibilities spanning customer service, order and dispatch processing, transport supplier coordination, and administrative support.
This is a full time (Mon-Fri 9am-5pm) position on site with free parking provided (own means of transport is essential).
Key Responsibilities
1. Customer Service & Order Management
Monitor and manage emails throughout the day, including processing overnight orders, responding to customer queries, and resolving delivery/order issues.
Handle incoming calls, addressing customer inquiries and liaising with internal teams to provide accurate information.
Book deliveries with customers, ensuring clear communication regarding shipment schedules.
Maintain professional and friendly interactions with customers via phone, email, and in-person visits.
2. Dispatch & Logistics Coordination
Liaise with the warehouse and production teams to track stock levels and production timelines.
Update and maintain key operational lists, including stock lists, dispatch lists, production schedules, and business dashboards.
Follow up with suppliers and logistics providers (e.g., MQ/DB/JB) to resolve order and delivery queries.
Obtain and verify proof of deliveries (PODs) daily, ensuring completed orders are cleared for accounts processing.
Process compliance and export documents, including health certificates, certificates of origin, and other required documentation.
3. Data Processing & Reporting
Accurately input and update order details, customer information, and transportation data in the system.
Generate and assist with customer reports as requested.
Maintain a structured filing system for completed orders, certificates, and other essential documents.
4. Administrative Support
Order and manage office supplies as needed, ensuring smooth day-to-day operations.
Assist with general office administration, including scanning, filing, and document preparation.
Support cross-functional projects and initiatives, collaborating with internal teams when required.
5. Process Improvement & Communication
Regularly liaise with the Office Manager, providing insights and suggestions for streamlining office and logistics processes.
Work collaboratively with other departments to enhance workflow efficiency and problem resolution.
