Provide support to the Car Scent Company's daily operations, ensuring the efficient and smooth running of the office and assisting various departments with administrative tasks.
Key Responsibilities:
Document Management: Maintain, organize, and archive company documents, including invoices, contracts, and correspondence.
Communication: Act as the first point of contact, answering phone calls, responding to emails, and relaying messages to the appropriate department or individual.
Inventory Management: Track and manage the inventory of office supplies and reorder as necessary, possibly liaising with suppliers for the best deals.
Meeting Coordination: Schedule and coordinate meetings, prepare agendas, and ensure all necessary materials are available.
Data Entry: Input data into company systems, ensuring accuracy and timeliness. Mail Handling: Sort and distribute incoming mail, as well as prepare outgoing mail and packages.
Report Generation: Assist in the preparation of regular reports, including monthly sales and inventory reports.
Career Trial Activities Plan
Weeks
Details of Activities / Tasks
Week
1
The Administrative Executive will shadow the Manager, gaining insight into the company's policies, procedures, and organizational structure. They will be introduced to key team members, familiarize themselves with office tools and software, and understand the administrative processes related to inventory management, order processing, and customer support.
Week
2
System Proficiency and Workflow Understanding,The focus shifts to system proficiency. The Administrative Executive will receive training on relevant software and databases, emphasizing efficient data entry and retrieval. They will also delve into understanding the workflow of order processing, coordination with suppliers, and maintaining accurate inventory records.
Week
3
Customer Support and Issue Resolution.With a solid foundation in place, the focus will be on customer support. The executive will handle inquiries, manage customer orders, and address any issues that may arise. This period involves closely working with the sales and customer service teams to streamline processes and ensure a seamless customer experience.
Week
4
Process Optimization and Reporting.In the final weeks, attention turns to process optimization. The Administrative Executive will review existing administrative workflows, identifying areas for improvement. They will collaborate with the team to implement efficiency measures and generate detailed reports on inventory status, order fulfillment, and customer satisfaction, contributing to the continuous improvement of administrative operations.
