Assistant Administration Manager

About Us

We are a leading distributor in the fast-paced wholesale beverage sector. We supply a diverse portfolio of products—ranging from premium liquors, craft beers and popular beverages—to retail, hospitality, and corporate clients. To support our expanding operations, we are looking for a highly organized and energetic Assistant Administration Manager to help lead our office and compliance workflows.

Role Overview

In this role, you will work directly alongside our Administration Manager to ensure our day-to-day office operations run like a well-oiled machine. You will help supervise administrative staff, ensure seamless communication between our order-processing and warehouse teams, and take a hands-on role in maintaining compliance documentation (including liquor permits and delivery logs). This is an excellent opportunity for an ambitious supervisor looking to step into a leadership role.

Key Responsibilities

• Daily Office Oversight: Supervise daily administrative workflows, ensure data entry accuracy, and step in to manage office logistics in the Manager's absence.

• Compliance Support: Assist in maintaining and organizing critical industry documentation, such as liquor licenses, customs clearances, and delivery/logistics permits.

• Order & Invoice Coordination: Help bridge the gap between sales order intake and warehouse fulfillment, tracking invoices and resolving discrepancies quickly.

• Staff Coordination: Assist in scheduling, training, and monitoring the performance of administrative assistants and reception staff.

• Vendor Relations: Coordinate with building maintenance, IT support, office suppliers, and utility vendors to ensure zero downtime for office operations.

• Record-Keeping: Manage digital and physical archiving systems, ensuring strict confidentiality and easy retrieval of vendor and client contracts.
  
• Any Ad-Hoc tasks assigned

Requirements & Qualifications

• Experience: 3–5 years of experience in office administration, with at least 1 year in a supervisory or senior administrative role. Experience in logistics, wholesale, or the food and beverage (F&B) industry is highly valued.

• Organizational Skills: Exceptional time management and the ability to multitask effectively in a fast-paced environment.

• Tech-Savvy: Strong proficiency in MS Office (particularly Excel for tracking data) and experience working with inventory or ERP systems.

• Communication: Clear, professional verbal and written communication skills for dealing with internal departments and external suppliers.

• Problem-Solving: A proactive attitude with a knack for identifying operational bottlenecks and proposing smart solutions.