Admin Staff

Job Summary

We are seeking a reliable and organized Admin Staff to support the daily administrative and operational activities of our coffee trading business. The successful candidate will ensure smooth office operations by handling documentation, coordinating with suppliers and customers, maintaining records, and providing administrative support to the management and trading team.

Responsibilities

• Provide administrative and clerical support to ensure efficient office operations
• Prepare, process, and maintain purchase orders, sales orders, invoices, delivery orders, and other trading documents accurately
• Maintain organized filing systems for contracts, shipping documents, and company records to ensure easy retrieval
• Coordinate shipments and documentation with suppliers, customers, freight forwarders, and logistics partners to facilitate timely deliveries
• Monitor inventory records and assist with stock reconciliation to maintain accurate stock levels
• Manage incoming calls, emails, and correspondence professionally to support communication flow
• Schedule meetings, appointments, and business travel arrangements to support management and team activities
• Assist in preparing reports, spreadsheets, and presentations to support business analysis and decision-making
• Organize invoices, payment records, and expense claims to support finance team operations
• Order and maintain office supplies to ensure a well-stocked and organized office environment
• Support HR administrative tasks including maintaining employee records, tracking leave, and managing onboarding documentation
• Perform additional administrative duties as assigned by management to support business needs