Job Description
Administrative Management:

• Serve as the first point of contact for the office, managing correspondence, phone calls, and emails.
• Schedule and coordinate meetings, appointments, and travel arrangements for team members.
• Maintain office supplies inventory by checking stock, anticipating needs, placing orders, and verifying receipt.
• Ensure the office environment is tidy, functional, and professionally maintained.
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails.

2. Supplier & Procurement Coordination:

• Proactively contact suppliers to request current pricing, catalogs, and product information.
• Collect, organize, and maintain a database of supplier quotes, lead times, and terms & conditions.
• Assist in the initial stages of the procurement process by gathering and comparing supplier data.
• Build and maintain positive relationships with vendor contacts.
• Track and update price changes and communicate them to the relevant internal teams.

3. Data Organization & Management:

• Develop and maintain a systematic filing system for both digital and physical records.
• Organize internal data (e.g., sales reports, inventory lists, customer information) into accessible and logical formats.
• Input and update data into company databases and CRM/ERP systems with a high degree of accuracy.
• Generate basic reports and summaries from collected data as requested by management.
• Ensure data integrity and confidentiality is upheld at all times.

4. General Support:

• Provide administrative support to other departments as needed.
• Assist with the onboarding process for new employees (setting up desks, supplies, etc.).
• Help in the planning and execution of company events or meetings.

Requirements

Experience & Skills:

Proven Experience: Minimum of 2-3 years of experience in an administrative, coordinator, or office support role. Experience with vendor or procurement liaison is a significant plus.

Communication Skills: Exceptional verbal and written communication skills. Must be professional and confident in reaching out to suppliers via phone and email.

Organizational Skills: Superior organizational and time-management skills with the ability to prioritize tasks and multitask effectively in a fast-paced environment.

Tech Savvy: High proficiency in Zoho CRM & Microsoft Office Suite (especially Excel for data organization and Word for document creation).

Data Management: Strong ability to work with data: collecting, inputting, organizing, and generating simple reports. Experience with database software is desirable.

Attention to Detail: Meticulous attention to detail and a commitment to accuracy in all tasks, from data entry to correspondence.

Proactive & Resourceful: A self-motivated individual who can work independently, anticipate needs, and solve problems without constant supervision.

Discretion: Ability to handle sensitive and confidential information with integrity.