Administration and Records Assistant Jobs At Alistair Group


Administration and Records Assistant

We are looking for an Admin and Records Assistant to assist us in our Warehousing Department.

Hours: Monday to Friday plus alternate Saturday mornings

Responsibilities and Duties:

Administrative

    Recording morning meeting minutes
    License + legal requirements management (Business license, WMS certification for scale and calibration weight)
    Warehousing Induction for staff
    Maintaining overtime records for approval at the end of the month
    Casual labor management
    Scheduling (leave and other non-ops events… TBD)
    Operational logistics (light vehicles, cleaners, runners, pick-up and drop-off, courier services)
    Office supplies management (monthly orders and inventory management)
    Office pantry restocking (replenishing all pantry items including cutlery)

Finance
     Processing supplier invoices and other expense requirements
    Petty cash management
    Assist with preparation of monthly throughput numbers
    Compiling and sharing shipment invoicing details with the accounts team

Cargo Management
    Drafting Holding Certificates
    Assisting with filing and data entry management
    Auditing completeness of filed documents

Exports
    Vessel booking
    Submission of shipping instructions
    VGM updates
    OBL issuing
    Consolidation and update of sea freight rates and terms (detention and demurrage)
    Communicating new bookings

Misc.
    Monthly HSSEQ reports
    Filing pre-job safety analysis forms, forklift checklists, equipment maintenance,
    Arranging gate passes
    Ordering/Replenishing PPE and other operational equipment

KPIs
    OBL issuance within 3 days of a vessel sailing
    Morning meeting minutes by 9:00 am every day
    Holding certificate issued within 6 hours of the request, drafted with an hour of the request
    New bookings communicated within 6 hours of receipt
    HSSEQ report sent on the last day of each month without fail

Qualifications:
    A minimum of Certificate or Diploma in any relevant discipline and/or equivalent vocational experience in Transport / Logistics service support
    Fluent English and Kiswahili
    IT Literacy

Essential Skills:
    Clear communication skills ensuring clear and candid information is used
    Computer Literacy to effectively operate core Microsoft office programs and other online management systems
    Faultless administration skills ensuring procedures are being followed accurately.
    Problem-solving skills to ensure obstacles to progress are overcome
    Attention to Detail ensuring the right information is captured and communicated promptly.

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