Admin Assistant  

The Admin & Customer Supervisor is responsible for the overall supervision of office operations by planning,organizing, controlling and directing the daily activities of the office department as well as recommending process improvements in the quality system aligned to the statutory and regulatory requirements, quality standards, company vision, mission and directions to ensure achievement of customer satisfaction and service objectives of the company.

DUTIES AND RESPONSIBILITIES

• Office/Admin Operations
  • Ensures that all relevant SOPs are implemented by overseeing the day to day office operations such as order handling and releasing of orders to EWM, returns processing, cash entry and allocation, inventory and petty cash fund to promote operational efficiency.
  • Resolves issues, problems and concerns involving or which requires assistance of other departmentsby promptly coordinating with them to ensure smooth process flow of office operations.
  • Ensures availability of office supplies within approved budget by suitable management of supplies procurement and consumption to avoid inconveniences due to untimely stock outs.
  • Elevates any problems or issues encountered in the area of responsibility that could not be resolved at Supervisor's level to immediate superior to ensure that right action and solution will be implemented.
  • Approves and signs documents within the level of authority.
• Customer Service
  • Ensures that all orders are accurately processed and within the agreed realistic lead time to achieve customer satisfaction.
  • Manages timely creation of outbound delivery by releasing orders based on agreed time interval or depending on the urgency and approved customer requirement to ensure on time visibility of orders to warehouse (EWM), therefore achieving set delivery schedule.
  • Creates positive relationship with customers by promptly and courteously answering inquiries to ensure retention of valued customers.
  • Manages complaints logged in the Customer Relations Manager by coordinating with the concerned department to ensure that the resolution and feedback is provided on a timely manner and within the set service level agreement.
  • Manages Customer Complaints based on approved guideline.
  • As Deputy Designated POint of Contact ( DDPOC)
    • Back-up person to receive Adverse Event, Product Quality Complaint, Medical Inquiries, Alleged CDTs, Device Events and Customer feedback on devices and ensuring that they are consistently reported, documented, and routed to the appropriate departments.
• Inventory Management
  • Assist in the conduct of wåll to wall count.
• Finance and Budget Management
  • Manages fixed assets' disposal through requesting for the proper disposition from the authorized approving bodies.
  • Manages operating expenses within or below budget, particularly on office supplies, overtime of staff and utilities.
  • Oversees cashiering and payment posting of the branch as well as petty cash management.
• Quality and Compliance
  • Ensures that all activities in the office are in compliance with established standards, GSDP, legal and other company standards by regular or day to day checking of implementation and conducting internal audit and raising Corrective and Preventive Actions for identified non-conformities.
  • Monitors the progress of the raised Corrective and Preventive Action (CAPA) by checking and updating the status of the action to ensure closure of audit findings and implementation of the corrective actions.
  • Conducts review of procedures related to office operations and proposes revisions and updates if necessary to ensure the applicability and consistency on current set-up/practice.
  • Ensures proper implementation housekeeping activities by regular supervision of the performance of the personnel in charge, checking of records, constant analysis and evaluation on their output and recommending additional actions if needed to achieve the desired cleanliness and orderliness of the office and meet quality standards.
• Management Reports
  • Ensures proper recording and reporting system of all office operations activities.
  • Prepares and submits office and customer service related reports to apprise management an overview of the office operations on a timely manner.
  • Signs and approves documents within level of authority.
• People and Performance Management
  • Ensures employment of highly qualified individuals by facilitating the hiring process for any job opening within the Office Operations in order to improve business development and opportunity.
  • Provides overall management and leadership to the team by monitoring and evaluating the performance of the team against set targets and KPls to guarantee the implementation of storage and picking instructions and definite job performance in accordance to the Managing for Excellence System.
  • Creates a work environment that is conducive to the pursuit of work excellence by providing the team with performance goals and directions and allowing the individuals to internalize such things in the daily accomplishment of their tasks, recognition and reward of excellent performance and consistent emphasis on continuous improvement.
  • Delegates responsibilities to office personnel by effectively allocating specific tasks to be done as training for professional growth and development.
  • Educates and develops staff by conducting regular communication meetings, in-house and on-the-job training, coaching and counselling, and other developmental activities to improve skills, motivate and promote teamwork.
  • Motivates the office personnel by conducting regular performance discussions and evaluation to improve and provide directions to their individual performance, and ensure their professional growth and development. Provides commendation to good performers during discussion and evaluation.
• Administrative Functions
  • Performs other functions that may be assigned by the Branch Manager or as the need arises to ensure continuity of office operation.

• A graduate of a 4-year course preferably Business related course
• Two-years experience as Supervisor preferably in a logistics environment
• Proficient in oral and written communication
• Knowledge on SAP-ECC
• Excellent awareness on GSDP, ISO 9001:2008 and other quality standards
• Knowledge of Inventory Management and Inventory Control
• Knowledge of Credit Management and Budgeting, Sales and Operations Planning
• Knowledge of Supplier's Management
• Knowledgeable on basic computer applications
• Proficient in business presentation