Admin Officer

Reporting to: Admin Manager
Supervising: Admin Assistant
Key Working Areas (Scope): Administration Management, Logistics Management, Inventory Management, efficient Operation Management, Procurement Management, Vendor Management

Purpose of Job: Provide administrative support to admin manager and other departments as required.

Key Job Responsibilities:

Administration Management:

• Implementation of principles and techniques of administrative management which includes organization, planning, staffing, budgeting, and reporting
• Implementation of proper office management including organization, work flow, forms, supplies, equipment, and procedures relating to filing, record keeping, correspondence, mail, procurement, stock keeping, and duplicating
• Maintain the neat, orderly and efficient operation of the office, including supplies, technology, equipment and parking
• Be a primary person for communication for the team and other departments

Logistics Management:

• Check and balance the budget for existing expenditures, equipment and materials
• Planning and tracking of logistics, transportation, warehouse and other necessary items
• Make sure all incoming supplies are registered and processed in the logistics database as per the SOPs.
• Taking important measures for avoiding quality control issues
• Making sure the stock is sufficient for all new orders and place new orders when required
• Maintaining and updating the record of orders from departments and suppliers
• Preparing and presenting logistics reports to senior management

Inventory Management:

• Provide support associated with all inventory control documents, reports, performance indicators and any correspondence
• Implement inventory control on all activities related to warehouse operation, shipping/ receiving
• Monitor daily inventory transactions and report any discrepancies to departmental head
• Perform daily physical cycle counts of product inventory
• Liaising and negotiating with vendors and suppliers to ensure the quality of stock purchases

Operation Management:

• Answering phones and responding to client/department requests and inquiries
• Managing and updating company databases
• Keeping track of inventory and ordering supplies
• Maintaining financial, employee, and client records
• Managing the maintenance of office and facility equipment
• Providing administrative support to other departments or projects as needed
• Performing other duties as assigned

Procurement Management:

• Monitoring inventory stock. Observing whether the appropriate items have arrived and determining what needs to be reordered
• Negotiate material and order costs with the suppliers, and compile cost reports for invoices
• Prepare purchase orders and send order requests to suppliers/departments. Update records and follow up with vendors to check if the order is being processed
• Build strong relationships with key contacts/vendors/suppliers
• Perform inventory and administrative tasks like preparing and forwarding invoices, updating databases, filing, and organizing documents for accounts

Vendor Management:

• Effective management of current system and procedures for vendor information entry
• Explore the option of optimizing the vendor management function
• Refresh the vendor management database timely
• Actively participate in meetings with vendor when necessary
• Keeping minutes of Vendor Management Team
• Assist in the formulation and drafting of any policy guidance and write-up related to vendor management
• Timely update vendor list and reports to the department head
• Other relevant tasks that may be required

Additional Benefits and Perks:

• Dynamic Working Environment
• Employee Provident Fund
• Medical and Accidental Insurance
• Leave Encashment
• 5 Working Days
• Dashain Allowance