Job Opportunity at Alistair Group, Administration and Records Assistant

 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: 

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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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