Our Client is looking for a reliable Office Administrator to join their team. The ideal candidate will be responsible for ensuring a high level of customer service and handling general office administration.
Responsibilities
- Receipt of inquiries
- Registration of inquiries and or Regrets
- Allocation of registered inquiries to estimate staff
- Follow up with estimation staff Sales person to ensure inquiries have been responded to
- Trigger follow-ups to salesperson and update follow-up register
- Maintain an online register of inquiries received, quoted, followed up, and confirmed
- Register LPOs / Order Confirmation received
- Ensure order confirmation has been sent to the client by the Sales Person
- Trigger payment requests to Sales Person and ensure payments are received and the invoice
- Ensure the transfer of documents from the Sales team to the production team
- Follow up with the production team regarding drawings for approval and transfer of same to the sales team for forwarding to the client
- Ensure all site service requests have been registered by the relevant persons and required forms filled out prior to release to staff to go to the site
- Ensure site services forms are received and saved after the site visit is complete If additional site visits are required, ensure the same is done
- For AMC services maintain the register of AMC and due dates and trigger site service on the due date
- Trigger Sales Team to initiate customer FAT and follow up on agreed payment terms
- Initiate invoicing
- Co-ordinate with Logistics for delivery and/or collection of goods
- Trigger material sourcing to the production team while awaiting drawing approvals
- Trigger the sales team to get approved drawings and ensure the same is forwarded to the production team
- Liaise with Sales Team, Production team, and Procurement to ensure items that have to be procured are ordered and received in time
- Maintain register tracking above activities
- Trigger production team to start production once approved drawings have been received and
- commercial conditions fulfilled
- Follow up with production on the timelines agreed
- Trigger Quality Check and testing once the product is ready and ensure relevant forms are filled and signed off
- Trigger material check with the relevant team
- Maintain register tracking above activities
Key Skills &Qualification
- Impeccable verbal and written communication skills
- Degree/Diploma in Business Administration/Project Management or equivalent
- Familiarity with project management methodologies.
- Good in report writing
- Ability to coordinate activities of different teams to deliver requirements agreed upon with the client
- Problem-solving skills to propose mutually beneficial solutions
- Proficiency with word processing, spreadsheet, and presentation software
- Must have 3 years experience as an office administrator or related administrative experience