Job Title: Administrative Assistant
Location: 28-34 Orange Grove Road, Liverpool
Job Type: [Full-Time]
Reports To: Office Manager

Job Summary:

We are seeking a highly organized, detail-oriented Administrative Assistant to provide support to our team. The ideal candidate will handle a variety of administrative and clerical tasks to ensure efficient operation of the office. This role requires strong communication skills, a high level of professionalism, and the ability to multitask effectively.

Key Responsibilities:

Answer and direct phone calls, emails, and other correspondence

Assist with recruitment process

Assist with stock adjustments

Organize and schedule meetings, appointments, and travel arrangements

Maintain filing systems, both electronic and physical

Prepare reports, memos, invoices, letters, and other documents

Order and maintain office supplies and inventory

Assist in the preparation of regularly scheduled reports

Provide general support to executives and staff as needed

Handle sensitive information in a confidential manner

Coordinate office procedures and ensure efficiency

Tasks list

- Organise audits and reports for Expense tracking, cash tracking, sales tracking, following up on bad debts

- Claim for any damage or shortage items from Suppliers.

- Enter all the supplier payment & non account payments

- Monthly Chep account check – Chep Transfer in and out

- Complete Daily Driver summary

- Customer support including but not limited to product specification/PIF request and creations as requested by customers

- Cheque summary for banking and double check banking Cheques total amount in case of dishonoured cheque

- Oversea containers & Quarantines – Book unload & United cargo to pick up

- NAFDA monthly group Claims

- A&K freight tax invoices and Email Remittance once Andrew transfer money from A&K

- Motor Vehicle Insurance & Rego renew

- Truck/ forklift servicing maintenance record

- Any other ad hoc duties as required in the office

Qualifications:

High school diploma or equivalent; associate’s or bachelor’s degree preferred

Proven experience as an administrative assistant, office admin assistant, or relevant role

Proficiency in MS Office (Word and Excel)

Excellent written and verbal communication skills

Strong organizational and time management skills

Ability to work independently and as part of a team

Discretion and confidentiality are essential

Preferred Skills:

Familiarity with office management systems and procedures

Experience with scheduling tools and conferencing software (e.g., Zoom, Google Calendar)

Knowledge of CRM or ERP systems is a plus

Work Environment:

Standard office environment

May involve occasional lifting of office supplies or equipment (up to 25 lbs)

Regular use of computers and office equipment