Admin Assistant

Roles and Responsibilities

The Admin Assistant provides support to the Admin Team in providing management reports, sales figures, and managing information relating to the staff in the store.

What you will do:

Description of Accountability:

• MIS (Store/RO) - Ensure that accurate information is provided to the Senior Admin Assistant to meet reporting deadlines.
• Maintain data in the system for easy access to information when required.
• Maintain and update information relating to staff in the store.
• Liaise with the Regional Operations and HR Office.
• Stock Control and Operations.
• Support the Admin Department Manager/Team in conducting routine stock accuracy checks.
• Verify all bills from suppliers/contractors and get them approved by the Store Manager and processed with the Regional Office Accounts Team.
• Follow up with suppliers for outstanding invoices and settle any outstanding payments.
• Cash Office responsibilities including:
• Daily reconciliation of store takings & reports.
• Banking/Foreign Exchange.
• Store Petty Cash.
• Tallying of safe fund daily.
• Credit Card Reconciliation.
• Ensure accurate reports are provided to Admin Management to enable commercial decisions.
• Help liaise and arrange the induction training for new staff on procedures – to plan & schedule induction training for newly recruited staff on the Admin procedures in the store.
• Ensure that the accuracy of stock received from the warehouse is accounted for in the system.
• Ensure periodic stock accuracy checks with commercial team coordination.
• Daily stock related adjustments and booking of new stock receipts, store to store transfers, and RTWs (Return To Warehouse) in the system.
• Ordering of stationery for the Store/Admin Team.

Required Skills to be Successful:

• Advanced MS Office. SAP experience would be beneficial.
• Strong/excellent attention to detail.
• Results-oriented.
• Excellent working knowledge of MS Office.
• A high level of customer focus and the ability to understand customers’ needs.
• Strong analytical and numerical skills with experience in producing trade reports and analysis.
• Ability to learn new technology quickly.

What Equips You for the Role:

• High School degree (bachelor’s degree preferred).
• 1-3 years of retail sales experience.
• Analytical.
• Time Management.
• Communication.
• Teamwork.

Desired Candidate Profile

• Office Administration:

  • Perform general office duties such as answering phone calls, handling correspondence (emails, letters, and memos), and greeting visitors.
  • Manage office supplies and maintain inventory, ensuring that necessary materials are always available.
  • Maintain and organize office files, both physical and electronic, ensuring information is easily accessible.
  • Coordinate office services, such as cleaning, maintenance, and technical support.

• Scheduling and Calendar Management:

  • Manage and schedule appointments, meetings, and events for executives or teams, ensuring there are no conflicts.
  • Prepare meeting agendas, arrange meeting logistics (e.g., room bookings, catering, AV equipment), and take minutes when necessary.
  • Monitor and update calendars, ensuring that all commitments and deadlines are met.

• Communication and Correspondence:

  • Serve as a point of contact for internal and external stakeholders, answering inquiries or directing them to the appropriate individual or department.
  • Draft, proofread, and send communications on behalf of management or team members (emails, memos, reports).
  • Maintain effective communication between different departments and ensure information flows smoothly throughout the organization.

• Data Entry and Document Management:

  • Input data into spreadsheets, databases, or other management systems.
  • Prepare and edit documents, presentations, and reports as needed (e.g., PowerPoint presentations, Word documents, Excel spreadsheets).
  • Organize and maintain physical and electronic documents to ensure compliance with company policies and legal requirements.

• Travel and Event Coordination:

  • Arrange travel accommodations, such as flights, hotels, and transportation, for employees or executives.
  • Organize business trips, conferences, or company events, including coordinating logistics and budgeting.
  • Ensure that travel itineraries and related documentation are accurate and prepared in advance.