Administrative Assistant M/F

Warehouse & Logistics Coordinator

Job Purpose

To ensure the timely processing of Goods Received Notes (GRNs) and Local Purchase Orders (LPOs), maintain accurate inventory records, handle supplier invoices, and uphold efficient warehouse correspondence. The role requires strong organizational skills, analytical thinking, and a high degree of integrity to support seamless logistics operations.

Key Responsibilities

• Process all GRNs and LPOs promptly and accurately.
• Generate monthly reports from the Gespar system.
• Maintain and update records of staff IOUs (Imprest/Official Advances).
• Periodically check stock levels of parts in inventory to ensure adequate levels are maintained.
• Handle supplier invoices in accordance with required procedures.
• Manage all warehouse correspondence and maintain organized filing systems.

Qualifications

• Diploma in Business Studies or related field.

Experience

Minimum of 2 years of experience in a warehouse, logistics, or inventory coordination role.

Required Skills

• Computer literacy – Proficient in using inventory/ERP systems (e.g., Gespar) and MS Office.
• Communication – Clear verbal and written communication for internal coordination and supplier contact.
• Organizational – Ability to prioritize tasks, manage multiple workflows, and maintain accurate records.
• Customer care – Professional approach when handling internal teams and external vendors.
• Analytical – Capable of reviewing stock levels, reports, and invoices to identify discrepancies and trends.

Personal Attributes

• Integrity – Honest and ethical in handling inventory, financial documents, and sensitive information.
• Confidentiality – Maintains strict confidentiality regarding company data and staff records.
• Presentable – Professional appearance and demeanor suitable for a corporate/warehouse environment.
• Resilient – Able to work under pressure, adapt to changing priorities, and meet deadlines.