We are a growing food import and distribution company looking for a motivated and reliable Office Manager to join our team. This is a key position responsible for overseeing day-to-day office operations, supporting logistics and accounting, and helping keep our business running smoothly.

1. Position Purpose

The Office Manager is responsible for coordinating and managing administrative, financial, and logistics support across the company. This role ensures the smooth day-to-day operation of the office and supports the import and distribution functions of the business.

2.Key Responsibilities

2.1 Office Administration

  • Oversee daily office functions including communication, filing, purchasing, and scheduling.
  • Maintain office supplies, documents, licenses, and operational records.
  • Ensure compliance with food import regulations and company procedures.

2.2 Import & Logistics Support

  • Assist with the preparation and submission of import documentation (e.g., invoices, packing lists, shipping documents).
  • Liaise with customs brokers, MPI, and freight forwarders for timely clearance of goods.
  • Monitor shipment schedules, delays, and update internal stakeholders accordingly.

2.3 Accounting & Bookkeeping

  • Process supplier and customer invoices, statements, and payments.
  • Maintain accurate records of financial transactions and reconcile accounts.
  • Assist with payroll preparation and communication with external accountants.
  • Prepare monthly expense and sales reports.

2.4 Inventory Coordination

  • Support inventory data entry and accuracy using company systems.
  • Liaise with warehouse team to ensure proper stock tracking and reporting.
  • Participate in stocktakes and assist with reconciling variances.

2.5 HR & Compliance

  • Maintain employee records and leave tracking.
  • Support recruitment administration, onboarding, and induction processes.
  • Ensure policies are followed and relevant workplace legislation is complied with.

2.6 Customer & Supplier Relations

  • Respond to inquiries from customers, retailers, and suppliers in a professional manner.
  • Prepare quotes, purchase orders, and shipping instructions.
  • Maintain positive and effective relationships with all stakeholders.

3. Key Relationships

  • Internal: Management, Warehouse Staff, Sales Staff
  • External: Freight Forwarders, Customs Brokers, Suppliers, Customers, Accountants

    4. Skills & Qualifications

  • Minimum 2 years experience in office administration or logistics
  • Qualification is preferable but it will be discussed in the interview

 

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