Job Summary
The Administrative Officer or Secretary provides essential administrative and clerical support to ensure the smooth day-to-day operations of the logistics company. This role involves coordinating office activities, managing communication, maintaining records, and supporting logistics operations.
Key Responsibilities
Administrative Support
Manage office activities and maintain a well-organized work environment
Handle filing systems (physical and digital) for easy record retrieval
Prepare reports, memos, letters, and other documents
Maintain inventory of office supplies and place orders when needed
Communication & Correspondence
Receive, screen, and direct phone calls, emails, and visitors
Act as a liaison between management, staff, clients, and partners
Respond to inquiries professionally and promptly
Scheduling & Coordination
Schedule meetings, appointments, and company events
Manage executives' calendars and travel arrangements
Coordinate internal communications between departments
Logistics Support Functions
Assist in tracking shipments and delivery schedules
Maintain records of dispatch, deliveries, and transportation logs
Support coordination between drivers, warehouse staff, and clients
Help prepare logistics reports and documentation
Record Keeping & Documentation
Maintain accurate company records, invoices, and receipts
Ensure proper documentation of shipments and transactions
Update databases and ensure data accuracy
Customer Service
Attend to customer inquiries regarding deliveries and services
Handle basic complaints and escalate issues when necessary
Provide updates on shipment status when required
Compliance & Office Procedures
Ensure adherence to company policies and procedures
Support audits and compliance checks
Maintain confidentiality of company information
Skills
Strong organizational and multitasking skills
Good written and verbal communication
Proficiency in Microsoft Office (Word, Excel, Outlook)
Attention to detail and problem-solving ability
Basic understanding of logistics operations is an added advantage