Administrative Officer
POSITION: Administrative Officer (Accounts Department)
Job Summary
The Administrative Officer ensures the seamless execution of office operations by managing procurement, facility upkeep, and administrative processes. This role involves sourcing and negotiating with suppliers, handling purchase documentation, overseeing maintenance of office spaces and grounds, and coordinating facility services. Additional duties include managing inventory, reconciling intercompany accounts, and providing logistical support such as travel arrangements and insurance follow-ups.
Key Responsibilities
Procurement & Vendor Management
Education and Experience
Skills and Qualifications
Key Competencies
Apply NowJob Summary
The Administrative Officer ensures the seamless execution of office operations by managing procurement, facility upkeep, and administrative processes. This role involves sourcing and negotiating with suppliers, handling purchase documentation, overseeing maintenance of office spaces and grounds, and coordinating facility services. Additional duties include managing inventory, reconciling intercompany accounts, and providing logistical support such as travel arrangements and insurance follow-ups.
Key Responsibilities
Procurement & Vendor Management
- Research and select suppliers for goods and services.
- Maintain a comprehensive vendor list with updated contact details.
- Foster strong supplier partnerships to guarantee timely and quality deliveries.
- Negotiate pricing, terms, and agreements to optimize costs.
- Monitor supplier performance and resolve service or quality issues.
- Forecast purchasing needs based on inventory levels and budgetary guidelines.
- Prepare and process purchase orders accurately and on time.
- Submit approval forms to the Trinidad office for authorization.
- Secure competitive quotations to ensure value for money.
- Establish and manage vendor credit arrangements.
- Track approvals and delivery timelines to avoid delays.
- Keep detailed records of all procurement transactions for audit purposes.
- Identify opportunities for cost reduction through strategic sourcing.
- Generate periodic procurement reports for management review.
- Coordinate with internal teams to maintain adequate stock of office supplies and PPE.
- Conduct regular inventory audits and reconcile discrepancies.
- Ensure compliance with ethical procurement standards.
- Verify that goods and services meet required specifications.
- Review invoices and facilitate timely payment processing.
- Address discrepancies or returns promptly.
Facilities Oversight
- Supervise cleaning and grounds maintenance staff to maintain a safe and organized environment.
- Manage upkeep of office, warehouse, and compound, including repairs and servicing of equipment and infrastructure.
- Source and oversee contractors for services such as plumbing, electrical work, pest control, waste disposal, and landscaping.
Inventory & Financial Reconciliation
- Perform stock counts and reconcile inventory records.
- Manage gain/loss reconciliations and ensure accuracy in documentation.
Administrative Support
- Arrange accommodations and transportation for visitors and export representatives.
- Process cash allowances for traveling staff.
- Follow up on pending insurance claims and coordinate resolution.
General Office Administration
- Maintain accurate documentation of procurement and administrative activities.
- Prepare reports on purchasing, facility management, and administrative operations.
- Ensure adherence to company policies and compliance standards.
Additional Responsibilities
- Oversee compound maintenance for safety and aesthetics.
- Carry out other tasks as assigned to support organizational objectives.
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.
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.
Key Competencies
- Ability to work independently and collaboratively in a fast-paced environment.
- Commitment to maintaining a clean, safe, and efficient work environment.
- Ethical and professional approach to administrative and procurement tasks.
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