We are looking for a highly organized, dependable, and detail-oriented Administrative, Finance, and Logistics Officer to support the company's administrative operations, bookkeeping requirements, and logistics coordination. The ideal candidate will be responsible for maintaining accurate financial and administrative records, monitoring expenses, coordinating with partnered vendors, and helping ensure that product cost information, procurement-related records, and operational documentation are properly managed.
This role requires strong attention to detail, good numerical accuracy, sound documentation practices, and the ability to coordinate effectively with internal teams, vendors, and management. The successful candidate must be capable of supporting routine bookkeeping, tracking costs and expenses, maintaining records of products and vendor transactions, and helping ensure that administrative and logistics processes run smoothly and efficiently.
Key Responsibilities
Administrative Support
- Maintain, organize, and update administrative records, files, reports, and supporting documents.
- Prepare and manage routine office documentation, correspondence, and internal records.
- Assist in monitoring deadlines, schedules, and documentary requirements related to operations, finance, and logistics.
- Ensure that administrative files, purchase records, and operational documents are properly stored and readily retrievable.
- Support management in day-to-day administrative and coordination requirements.
Bookkeeping and Financial Record Support
- Maintain accurate bookkeeping records of company transactions, expenses, purchases, payables, receivables, and related financial entries.
- Record, organize, and monitor financial documents such as invoices, receipts, billing statements, vouchers, and purchase records.
- Assist in the preparation of financial summaries, expense reports, account reconciliations, and supporting schedules.
- Monitor and track operational expenses, product costs, and vendor-related financial records.
- Help ensure that bookkeeping records are complete, accurate, and updated on a timely basis.
- Coordinate with management, accounting personnel, or external accountants regarding supporting financial documents and reports.
- Assist in preparing documentation needed for audits, internal reviews, and financial reporting requirements.
Logistics and Vendor Cost Coordination
- Coordinate with partnered vendors regarding product pricing, quotations, availability, delivery schedules, and related logistics matters.
- Maintain updated records of product costs, supplier quotations, vendor profiles, and procurement-related data.
- Track cost changes, compare pricing, and prepare summaries for management review and decision-making.
- Help monitor orders, deliveries, stock movement, and logistical requirements as assigned.
- Ensure that supporting records for procurement and vendor transactions are complete and properly documented.
- Coordinate with internal teams regarding product requirements, delivery arrangements, and vendor communication.
- Maintain logs and trackers for ordered items, costs, supplier schedules, and logistics status.
Reporting and Documentation
- Prepare administrative, financial, and logistics-related reports, trackers, and summaries as required.
- Maintain updated cost monitoring sheets, bookkeeping records, procurement trackers, and vendor files.
- Assist in generating reports on expenses, purchases, product cost comparisons, and logistics activities.
- Support management with data gathering, record consolidation, and documentation for planning and operational review.
- Ensure confidentiality and proper handling of financial and vendor-related information.
Coordination and Compliance Support
- Coordinate with vendors, finance personnel, administrative staff, and management regarding documentation, payments, deliveries, and related concerns.
- Assist in ensuring that required financial and supporting records are complete for compliance, audit, and operational purposes.
- Support process improvements related to recordkeeping, bookkeeping, purchasing, and logistics coordination.
- Perform other related administrative, financial, and logistics duties as may be assigned.
Qualifications
- Bachelor's degree in Accountancy, Accounting Technology, Business Administration, Financial Management, Office Administration, Logistics, or a related field is preferred.
- Relevant experience in bookkeeping, administrative support, finance support, procurement support, or logistics coordination is preferred.
- Experience in handling vendor cost tracking, product pricing, procurement records, or operational documentation is an advantage.
Knowledge, Skills, and Abilities
- Strong knowledge of bookkeeping fundamentals and financial recordkeeping.
- Good understanding of administrative processes, procurement support, and logistics coordination.
- Strong numerical accuracy and attention to detail.
- Excellent organizational and documentation skills.
- Ability to maintain accurate cost records, financial entries, and vendor documentation.
- Good written and verbal communication skills.
- Proficiency in Microsoft Office, spreadsheets, and bookkeeping or accounting tools.
- Ability to coordinate with vendors, suppliers, and internal stakeholders professionally.
- Ability to handle confidential financial and operational information responsibly.
- Strong time management and ability to manage multiple routine tasks efficiently.
Preferred Attributes
- Highly organized and systematic
- Trustworthy and detail-oriented
- Dependable and process-driven
- Financially and administratively accurate
- Proactive in monitoring records, costs, and timelines
- Capable of working under pressure and meeting deadlines
Working Relationships
- Works closely with management, administrative personnel, finance personnel, accounting staff, vendors, suppliers, and other internal or external stakeholders as necessary.
Reporting Line
- Reports directly to the President or to such officer, manager, or supervisor as may be designated by the Company.
