Office admin

1. Sales and Purchase Documentation

• Prepare and maintain daily sales and purchase records.
• Compile daily and monthly sales and purchase summaries, including quantities, prices, suppliers, customers, and transaction details.
• Ensure all sales and purchase transactions are accurately recorded and properly documented.
• Monitor and follow up on outstanding sales and purchase documents.

2. Document Preparation and Issuance

• Prepare and issue Delivery Orders (DO), Purchase Orders (PO), quotations, invoices, and other relevant business documents.
• Ensure all documents contain accurate information, pricing, quantities, and customer or supplier details.
• Maintain proper filing and records of all issued documents.

3. Email and Customer Communication

• Read, understand, and respond to customer and supplier emails professionally.
• Follow up on emails, quotations, orders, deliveries, and other outstanding matters.
• Assist in handling customer enquiries and coordinate with the relevant departments to provide timely responses.

4. Customer Service and Sales Support

• Assist with customer calls, enquiries, and follow-ups.
• Communicate with customers regarding orders, collections, deliveries, and documentation.
• Support the sales team in daily administrative tasks and customer coordination.
• Maintain good communication and working relationships with customers and suppliers.

5. E-Invoice Management and Filing

• Complete monthly e-Invoice data entry and ensure all relevant transactions are recorded accurately.
• Assist in issuing, checking, and maintaining e-Invoice records in accordance with company procedures and applicable requirements.
• Organize and file invoices, receipts, and supporting documents for accounting and record-keeping purposes.
• Ensure monthly invoicing records are complete and properly maintained.

6. Delivery and Collection Coordination

• Coordinate with drivers and customers regarding delivery schedules, waste collection arrangements, and collection or delivery documentation.
• Prepare and check relevant delivery and collection documents.
• Follow up on delivery or collection issues and report discrepancies to management.

7. Outstanding Payment Follow-Up

• Monitor outstanding customer invoices and maintain an updated record of payments received and payments due.
• Contact customers to follow up on overdue payments when required.
• Update payment records and report outstanding accounts to management.

8. Daily and Monthly Transaction Reporting

• Prepare daily or monthly sales and purchase reports for management review.
• Compile transaction summaries, quantities, and relevant pricing information.
• Check records for discrepancies and report any errors or unusual transactions to management.

9. General Administrative Duties

• Maintain an organized filing system for sales, purchases, invoices, quotations, and other company documents.
• Perform data entry and update customer, supplier, and transaction records.
• Assist management with daily administrative tasks and prepare reports when required.
• Carry out other administrative duties as assigned by management.