Administrative Coordinator at PachaMama Foods

Job Description

• We are seeking an experienced and organized Administrative Coordinator to support our operations and executive team.
• In this role, you will be responsible for a variety of administrative tasks to ensure the efficient operations of our company.

Duties / Responsibilities

• Have a comprehensive knowledge of all PachaMama Foods products and the company.
• Plan and coordinate general administrative procedures and systems in the office and devise ways to streamline processes.
• Automate our Data processes efficiently and efficiently.
• Coordinating delivery schedules, arranging meetings, distributing memos, and ensuring that everyone is kept current with necessary company news and information.
• Take and distribute detailed minutes of all official meetings.
• Controlling and managing stock by maintaining stock inventory in the warehouse and office by taking delivery of stock and items for the company and requesting supplies when low and needed.
• Ensure stock is regularly checked in supermarkets for quality control, visibility, and availability.
• Train all staff regularly on all PachaMama Foods products, health benefits, and FAQs.
• Respond to customers who may need assistance with orders, queries, requests, and complaints professionally, courteously, and timely and push for sales while managing the company phone lines and social media DM.
• Obtain the sales requests from the sales team and liaise with the Factory team (Chief Operations Manager) to ensure products and information are well coordinated for final delivery to Clients.
• Monitor overdue payments and ongoing orders.
• Sort and distribute incoming mail and handle outgoing mail.
• Preparing documentation or PowerPoint presentation materials as required for business purposes.
• Develop and maintain an effective filing system ensuring confidentiality and security of files and the filing systems.
• Ensure all company forms are filled in when necessary and filed accordingly.
• Maintain contact lists and up-to-date supermarket records.
• Provide weekly and monthly reports as directed.
• Maintaining and running of Petty Cash book and preparation of petty cash account.
• Manage Office Assistants and Drivers.

Requirements

• A minimum of 3 years of experience in an administrative or office management role.
• Excellent written and verbal communication skills in English.
• Strong organizational and time-management abilities with a keen attention to detail.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Ability to use Google Workspace (Google Calendar, Sheets, Docs, Mail, etc) is compulsory.
• Knowledge of office equipment and procedures.
• Ability to multitask and prioritize workload in a fast-paced environment.
• Demonstrated problem-solving and decision-making skills.
• High level of professionalism, discretion, and confidentiality.