
Administrative Operations Coordinator
20 hours ago
Job Title: Administrative Operations Coordinator
We are seeking a highly organized and detail-oriented Administrative Operations Coordinator to join our team. The successful candidate will be responsible for coordinating and executing various administrative tasks to ensure smooth operations within the organization.
The role involves interacting with customers, managing orders, handling payment and dispatch of promotional materials, maintaining records, and performing general administrative duties.
- Key Responsibilities:
- Respond to customer inquiries in a timely and professional manner.
- Follow up with customers for payment of outstanding amounts.
- Ensure monthly dispatch of promotional materials, accounts statements, and inventory to customers.
- Update customers on order acceptance, dispatch details, and closure of orders.
- Inform relevant departments about urgent orders and special requests from valued customers or key clients.
- Provide details of consigned goods dispatched to customers and follow up with transporters until delivery.
- Manage all documents related to dispatch, payment, and general correspondence at the front office.
- Keep accurate records of all orders received and update details through management information systems.
- Assist the accounting department in drafting letters to customers.
- Analyze and understand filing systems and operations.
- Study website operations and ensure website orders are processed efficiently.
- Coordinate infringement and copyright issues through legal counsel.
- Support the General Manager in necessary filing and correspondence.
- Monitor inventory levels and suggest stock management strategies.
- Maintain telephone reports and call all missed calls after hours.
- Provide export-related documentation and coordinate with clearing agents.
- Manage office supplies and ordering.
- Oversee books in pre-press processing with status updates and printer information.
- Maintain files and records in the Trustee's Office and BBT front office.
- Track courier documents and parcels.
- Ensure office maintenance and housekeeping according to schedules.
- Answer queries regarding office maintenance and staff requests.
- Follow up with vendors for scheduled maintenance.
- Handle customer escalations and generate reports for validation.
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