Operations Administrator

REPORTING STRUCTURE
This position reports directly to the head of Operations and Engineering (Manager). No other positions report
directly to this position.

PRINCIPAL DUTIES

? Processing client orders by adding item numbers to the inventory system, contacting vendors, suppliers, and contractors to confirm availability of services and goods in accordance with the order.

? Reviewing order details to ensure accuracy, such as pricing, quantity, description, and shipping information.

? Liaising proactively with internal and external stakeholders to ensure orders are processed accurately and delivery occurs as per the agreed schedule.

? Where required, contacting clients to confirm order details and shipping information, as well as responding to customer inquiries about orders.

? Communicating with clients regarding order status and resolution of problems or issues. Where items are out of stock or may be subject to extended delivery times, contacting the client together with the Company salesperson to manage the change in schedule.

? Maintaining records of customer orders and fulfillment activities such as shipping and invoicing. Updating customer records with new contact information if they change phones or email addresses.

? Perform basic reporting, update workflow documentation and update forecasts for goods with the head of Operations and Engineering and the broader field operations team.

? Proactively plan, manage, coordinate, track, run and undertake assigned tasks.

? Forecast expected labour requirements for projects at hand. Coordinate and supervise subcontractors on
site.

? Ensure that materials and equipment received are what were ordered, both in terms of quality and quantity.

? Employ a good phone manner and proactively foster positive working relationships with key clients, suppliers, and subcontractors.

? Maintain any paperwork, records for suppliers, clients and subcontractors in accordance with Company procedures.
? Maintain and keep time sheets up to date.

? Perform general office duties as required.

? Conduct thorough checking and self-checking of works, information and/or documentation.

? Adopt continuous learning and improvement processes in all aspects of the position.

KEY SKILLS & EXPERIENCE
QUALIFICATIONS
? High school diploma or equivalent. An associate degree in business, management or a related field is favourable.
? Previous experience in a similar role is ideal.

EXPERIENCE AND SKILL LEVEL REQUIRED
Working with reputable order management platforms, CRMs and similar.
Strong background working with Microsoft Office suite with a specific focus on Microsoft Excel.
Experience working with Pivot tables, V-lookups and related tools is required to prepare reports and basic analysis.
Intermediate computer skills, email skills and good command of the written and verbal English language skills is essential.

APTITUDE AND INTERPERSONAL SKILLS
? Good communication (written and verbal), negotiation, initiative and interpersonal skills.
? Awareness of and ability to work in accordance with Company Policies and Procedures.
? Good organisational, coordination and prioritisation, time management, multitasking and analytical skills.
? Committed towards undertaking duties efficiently with a strong attention to detail.
? Strong ability to transfer information, skills, and knowledge to other staff members through effective documentation and providing input to develop workflow.
? Ability to work well both within a team environment and autonomously.
? Strong sense of integrity and empathy and the ability to deliver a great client experience.
? Ability to interpret and follow instructions.

PLEASE NOTE THAT THIS IS A FREELANCE CONTRACT. YOU ARE REQUIRED TO HAVE A STANDARD SPEC DEVICE AND STABLE INTERNET CONNECTION AND A HOME OFFICE SET-UP
SEND CV TO THE EMAIL. CHAT MESSAGING WILL NOT BE ENTERTAINED. NO COVER LETTER REQUIRED BUT INDICATE ALL SKILLS AND TOOLS OF EXPERIENCE IN THE CV THAT YOU WILL SEND

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