Corporate Admin Associate

The main duty of the Administrative Associate is to oversee the inventory of waste, new materials, and vehicles. This involves maintaining accurate records, updating information promptly, and coordinating effectively with different departments to ensure the technical, office, warehouse and fleet operations run smoothly.

DUTIES AND RESPONSIBILITIES: List primary duties and responsibilities in order of importance. Include the weight percentage for each activity.

INVENTORY / WAREHOUSE MANAGEMENT

• Ensure the sufficient inventory materials level for operational needs through planning, procurement, and monitoring.
• Process purchase requisitions promptly, including purchase order processing.
• Coordinate with Supply Chain Management and suppliers or contractors to guarantee timely delivery of inventory materials.
• Conduct regular inventory reconciliations to identify discrepancies between physical stock and recorded inventory levels.
• Regularly monitor the inventory levels of waste materials and new materials within the warehouse.
• Utilize inventory management software and manual tracking methods to accurately record incoming and outgoing items.
• Investigate and resolve any discrepancies promptly.
  
  
  

FLEET MANAGEMENT / VEHICLE MANTENANCE

• Coordinating vehicle reservations, usage, and maintenance requests
• Support the needs of the assigned driver on each vehicle
• Documenting all expenses and income for fleet individually
• Schedule and dispatch fleet vehicles for preventive maintenance, repairs, and other related services
• Maintain accurate records of fleet vehicle maintenance and repair history
• Manage the fleet budget and control costs associated with vehicle acquisition, operation, and maintenance
• Monitor and track fleet vehicle utilization and performance data
• Title work, Registrations, Plating of fleet equipment
• Management of records and documents of vehicles.
  
  
  

OFFICE SUPPLIES

• Keeping track of office supplies and maintaining accurate records.
• Monitoring stock levels and ensuring that supplies are replenished in a timely manner.
• Ensuring that the ordered supplies are delivered on time.
• Maintaining a budget for office supplies and keeping track of expenses.
• Distributing office supplies to employees as needed.
• Assisting in organizing supplies in an easily accessible and efficient manner.
• Ensuring that all office equipment is in good working order and arranging for repairs or replacements when necessary.
• Managing purchase orders, delivery receipts, and invoices.
• Ensuring accurate billing and timely payments for supplies
• Establishing and maintaining relationships with vendors and suppliers.
• Assisting with event planning, office meetings, or other activities that require supplies.
  
  
  

DATA MANAGEMENT / BILLING / DIGITAL ARCHIVING

• Maintain precise records of inventory transactions, including receipts/delivery receipts and /or any document adjustments.
• Enter data into the inventory management system promptly and always ensure data accuracy.
• Generate regular reports on inventory levels and stock movements.
• Implement best practices and recommend innovative solutions to streamline operations.
• Handle confidential information with care, ensuring privacy and security protocols are followed.
• Prepares and submits requests for payment, cash advances, Reimbursement and liquidation, ensuring all necessary documentation and approvals are included in a timely manner.
• Ensure proper liquidation of cash advances, with employees providing receipts and documentation to account for all expenses.
  
  
  

WORKTOOLS & ASSETS

• Oversee the tagging of office equipment and assets with appropriate identifiers (e.g., asset numbers etc.)
• Update and maintain an asset register, ensuring that all new equipment is logged, and old equipment is properly decommissioned.
• Conduct regular audits to verify the location and condition of assets.
• Collaborate with various departments to ensure assets are properly tagged, tracked, and inventoried.
• Prepare and organize the disposal of old or obsolete equipment, ensuring proper disposal methods are followed