Job Overview:

The Administration and Logistics Coordinator will be responsible for ensuring efficient and smooth administrative operations within the organization, alongside overseeing logistics functions. This role combines organizational, communication, and logistical skills to manage day-to-day office operations and ensure effective supply chain and inventory management. The ideal candidate will be detail-oriented, proactive, and capable of handling multiple tasks at once in a fast-paced environment.

Key Responsibilities:

Administrative Duties:

1. Office Management:

• Organize and maintain office systems, including filing, document management, and office supplies.
• Ensure an organized work environment by monitoring office space, equipment, and supplies.
• Handle phone calls, emails, and mail, ensuring timely and professional responses.

• Schedule meetings, conferences, and appointments for staff and management.
• Coordinate travel arrangements, including flights, accommodations, and transport for employees.

• Prepare, organize, and maintain office correspondence, reports, presentations, and other documents.
• Assist in preparing business proposals, presentations, and other relevant documents.
• Ensure confidentiality of sensitive company and employee information.

• Serve as the first point of contact for internal and external stakeholders.
• Communicate with different departments, vendors, and clients to facilitate smooth office operations.

• Provide administrative support to members and other departments as needed.
• Assist in preparing budgets, financial reports, and tracking company expenses.

 Logistics Duties:

1. Inventory Management:

• Oversee inventory levels and stock control, ensuring proper supply of materials and products.
• Monitor stock movements and conduct regular audits to avoid discrepancies.
• Coordinate with suppliers and vendors to ensure timely delivery of goods.

• Plan and coordinate shipments for both incoming and outgoing goods, ensuring on-time delivery.
• Communicate with transportation providers and manage shipping schedules.
• Ensure compliance with transportation regulations, safety standards, and environmental policies.

• Maintain logistics records and produce regular reports on inventory levels, shipments, and deliveries.
• Analyze logistics data to recommend improvements in efficiency, cost-reduction, or process enhancements.

• Work with the purchasing department to ensure timely procurement of materials and products.
• Liaise with warehouse staff to ensure goods are properly received, stored, and dispatched.
• Ensure that any logistics issues, such as delays or damages, are resolved in a timely manner.

• Resolve customer complaints related to logistics, including delays or product damage.
• Ensure customer orders are processed, shipped, and delivered in a timely and efficient manner.

Skills and Qualifications:

Required Skills:

• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and other relevant software.
• Ability to work independently and in a team-oriented environment.
• High attention to detail and accuracy.
• Strong problem-solving and analytical skills.
• Knowledge of logistics and inventory management software (e.g., SAP, TMS, WMS) is a plus.

Education and Experience:

• Bachelor’s Degree in Business Administration, Supply Chain Management, Logistics, or a related field (preferred).
• 4-6 years of experience in administrative and logistics roles, or a similar position.
• Experience with scheduling, coordinating, and office management.
• Knowledge of supply chain management, shipping, and inventory systems.