Admin Clerk

Scope of work includes:
1. Office Management:

- Oversee daily office operations such as organizing workflows, schedules, making sure that office policies and procedures are followed, including safety regulations.
- Tracking and reporting on office performance metrics, such as productivity or resource usage. o Maintain office supplies and inventory.

2. Communication:

- Writing replies to inquiries or follow-up communications as needed, ensuring that responses are clear and professional.
- Handling sensitive information with discretion and ensuring that confidential communications are secured.
- Establishing and following protocols for managing correspondence to enhance efficiency and accountability. o Coordinate communication between departments.

3. Scheduling:

- Organize calendars for meetings and appointments. Schedule vendor meetings and site visits.

4. Documentation:

- Prepare and maintain records and files.
- Tracking employee attendance, sick leave, vacation days, and other absences.
- Maintaining documents related to salary, benefits, tax forms, and deductions.
- Documenting employee training sessions, certifications, and professional development activities.
- Keeping records of any disciplinary actions or grievances filed by or against employees.
- Storing documents related to workplace safety training and incident reports.
- Preparing and maintaining records of exit interviews for departing employees.
- Ensuring all records comply with labor laws and regulations regarding employee information.

5. Customer Service:

- Serve as a point of contact for vendors and suppliers. Facilitating clear and effective communication with vendors and suppliers regarding orders, contracts, and any issues that may arise
- Addressing and resolving any problems that occur, such as delays, quality concerns, or billing issues.
- Managing the procurement process, including placing orders, confirming delivery schedules, and addressing any discrepancies.
- Keeping relevant internal stakeholders informed about vendor performance, contract updates, and any changes in supplier policies.
- Engaging in discussions with suppliers regarding pricing, terms, and conditions to ensure favourable agreements for the organization.
- Gathering feedback from team members regarding supplier performance and communicating this back to vendors as necessary.
- Maintaining accurate records of vendor contracts, agreements, and correspondence for future reference.

6. Reporting:

- Generate administrative and procurement reports. Analyzing collected data to identify trends, discrepancies, and areas for improvement in both administrative and procurement processes.
- Using charts, graphs, and tables to present data clearly and effectively, making it easier for stakeholders to understand.
- Detailing current stock levels, reorder needs, and usage trends. o Summarizing spending by department or project. (Expense Report) o Analyze data for efficiency and budget purposes.

7. Supplier Management:

- Identify and evaluate potential suppliers. Establishing criteria for evaluation, such as price, quality, reliability, delivery times, and compliance with industry standards. o Request for Information (RFI): Sending out RFIs to gather initial information from potential suppliers about their capabilities, offerings, and background. o Negotiate contracts and terms with vendors.

8. Purchase Orders:

- Create and manage purchase orders by specifying details such as item descriptions, quantities, prices, and delivery dates.
- Monitoring the status of purchase orders to ensure timely delivery and resolving any issues, such as delays or discrepancies.
- Comparing supplier invoices against purchase orders and receiving reports to ensure accuracy before processing for payment.
- Maintaining organized records of all purchase orders, invoices, and related documents for future reference and auditing purposes. o Ensure timely delivery of goods and services.

9. Budgeting:

- Track spending and identify cost-saving opportunities.

10. Inventory Management:

- Monitor stock levels and reorder supplies as needed. Regularly checking stock levels of supplies and materials using inventory management systems or spreadsheets.
- Analyzing consumption patterns to forecast future needs and avoid stockouts or overstock situations.
- Keeping accurate records of stock levels, including new arrivals, usage, and any discrepancies. Conduct regular inventory audits.

11. Compliance:

- Ensure procurement practices adhere to company policies and regulations.
- Maintain records of purchases and supplier agreements.

12. Collaboration:

- Work with various departments to understand their procurement needs. Meeting with department heads and team members to discuss their current and future procurement needs, including types of products or services required.
- Collecting feedback on past procurement experiences, including any challenges or successes, to inform future purchasing decisions