The Administrative Officer is responsible for overseeing administrative, procurement, and facilities management functions to support the company’s operations effectively. This includes sourcing vendors, preparing purchase orders, supervising office cleaning and yard maintenance, and coordinating facilities management duties to ensure the office, warehouse, and compound are well-maintained. The role also involves garage inventory management, and administrative support for various tasks, including hotel and vehicle bookings and insurance claims.
Skills and Qualifications
Proven experience in administrative or procurement roles, preferably in a sales distribution or manufacturing environment.
Strong organizational and supervisory skills with the ability to manage personnel and vendors.
Proficiency in Microsoft Office Suite (Excel, Word, Outlook) and administrative software.
Excellent communication and interpersonal skills.
Strong problem-solving and time-management abilities.
Attention to detail and accuracy in financial and inventory records.
Education and Experience
A diploma or degree in Business Administration, Facilities Management, Procurement, or a related field.
2-3 years of experience in an administrative or supervisory role.
Procurement, Supplier and General Inventory Management
Identify and evaluate potential suppliers for goods and services.
Maintain a database of approved vendors and their contact details.
Develop and maintain good relationships with suppliers to ensure reliable service and delivery.
Negotiate contracts, terms, and pricing with vendors.
Monitor supplier performance and address issues such as delays or quality concerns.
Assess company needs for goods and services, considering stock levels, seasonal trends, and budget constraints.
Plan and schedule purchases to maintain an uninterrupted supply of essential items.
Prepare purchase orders (POs) accurately and promptly.
Complete and submit XG1 approval forms to the Trinidad office for processing.
Source vendors to satisfy purchasing needs for goods, services, and facilities management.
Obtain and evaluate at least three quotations for all purchases to ensure cost-effectiveness.
Provide cost data to Trinidad Office for comparison to ensure cost savings to the Group.
Work with Triniadad and accounts payables to establish and maintain credit lines with various vendors.
Monitor vendor performance and address any issues to ensure consistent service quality.
Ensure timely follow-up on all purchase-related approvals and deliveries.
Create and issue purchase orders (POs) to suppliers based on approved requisitions.
Verify and track orders to ensure timely delivery.
Maintain accurate records of POs, invoices, and receipts.
Analyze cost-saving opportunities, such as bulk purchasing or alternative suppliers.
Provide regular reports on procurement costs and trends.
Collaborate with various teams to track stock levels of stationery, PPE, and other supplies.
Ensure reordering is done proactively to avoid stockouts or overstocking.
Conduct periodic stock checks to reconcile inventory with procurement records.
Maintain proper documentation for audits, including contracts, purchase orders, invoices, and vendor agreements.
Adhere to ethical procurement practices, avoiding conflicts of interest.
Verify that delivered goods meet specified quality and quantity requirements.
Review invoices and ensure payments are processed.
Handle discrepancies or returns with suppliers promptly.
Ensure that services provided by vendors (e.g., facilities maintenance) meet agreed standards.
Administrative and Facilities Management
Supervise the office cleaner and yard maintenance personnel to ensure a clean and organized work environment.
Coordinate facilities management duties, including maintenance of Acs, Floors and repairs for the office, warehouse, and compound.
Source vendors and manage contracts for facilities maintenance services such as plumbing, electrical work, pest control, waste removal, landscaping and so forth.
Inventory and Reconciliation
Conduct garage inventory counts and reconcile stock records.
Manage gain/loss on handling reconciliations and ensure accuracy in records.
Collaborate with internal teams to resolve discrepancies in inventory and financial records.
Administrative Support
Handle hotel and vehicle bookings for guests and export representatives.
Follow up on cash allowances for export representatives and ensure timely processing.
Follow up on outstanding information related to insurance claims and coordinate resolution.
General Administrative Functions
Maintain accurate records of procurement and administrative activities, including purchase orders, invoices, and vendor agreements.
Prepare regular reports on procurement, facilities management, and administrative activities.
Ensure compliance with company policies and standards in all administrative and procurement tasks.
Other Duties
Supervise yard and compound maintenance activities to ensure a safe and visually appealing environment.
Undertake additional duties as assigned by the supervisor to support the company’s operational goals.