Administrative Assistant

4 weeks ago

Cape Town, Western Cape, South Africa The Allergy Free Kitchen Full time

We are seeking a highly organized and detail-oriented Administrative Assistant to provide essential support to our team. The ideal candidate will be responsible for handling office tasks, assisting with scheduling, processing sales orders, and ensuring smooth day-to-day operations. This role requires excellent communication skills, the ability to multitask, and proficiency in office software, including Pastel Partner for invoicing and reporting. Additionally, the candidate must be capable of booking deliveries with couriers, transporters, and distribution centers to ensure efficient order fulfillment.

Key Responsibilities:
  1. Perform general administrative duties such as filing, data entry, and document management.
  2. Manage office communications, including answering phones, responding to emails, and handling correspondence.
  3. Schedule and coordinate meetings, appointments, and travel arrangements.
  4. Process and input sales orders accurately into the system.
  5. Generate and run various reports using Pastel Partner and other office systems.
  6. Prepare and issue invoices in a timely manner.
  7. Book deliveries with couriers, transporters, and distribution centers, ensuring on-time delivery of orders.
  8. Track shipments and update relevant departments or customers regarding delivery status.
  9. Maintain office supplies inventory and place orders as needed.
  10. Provide support for special projects and company events.
  11. Ensure confidentiality and security of company records and sensitive information.
  12. Collaborate with various departments to ensure smooth workflow and efficiency.
Required Skills & Qualifications:
  1. High school diploma or equivalent; associate's or bachelor's degree preferred.
  2. Proven experience in an administrative or office support role.
  3. Proficiency in Pastel Partner for invoicing, sales order input, and report generation.
  4. Strong understanding of sales order processing, invoicing procedures, and logistics coordination.
  5. Experience in booking deliveries and working with couriers, transporters, and distribution centers.
  6. Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and other office software.
  7. Strong organizational and multitasking skills.
  8. Excellent verbal and written communication abilities.
  9. Attention to detail and problem-solving skills.
  10. Ability to work independently and as part of a team.
  11. Professional demeanor and a customer service-oriented attitude.
Preferred Qualifications:
  1. Experience with office management systems or bookkeeping.
  2. Knowledge of administrative procedures and recordkeeping practices.
  3. Familiarity with basic HR or accounting functions.
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