Job Brief

The Warehouse and Administrative Assistant will be responsible for ensuring inventory is processed, organized, and stored. He/She will also package, scan, and prepare orders for delivery, control the flow of stock, monitor the coming and going of goods and handle stock records within a warehouse environment.

The Warehouse and Administrative Assistant will be responsible for ensuring that the warehouse is kept clean, tidy and optimally stocked. The ideal candidate is comfortable working on their feet, is organized and has some experience with inventory software and databases.

The Warehouse and Administrative Assistant will offer assistance to the Front Desk and Administration Officer by providing back-up in case the Front Desk and Administration Officer is away from his/her desk and in case during their absence.


Warehouse Responsibilities

  • Receive and process inventory in accordance with Company procedures
  • Sort, organize, and store inventory in proper location
  • Process inventory for delivery
  • Package items and label correctly
  • Prepare all shipment/delivery related documentation
  • Maintain correct and precise records of all goods received and delivered
  • Report damaged or missing inventory to supervisors
  • Update logs and documentation for inventory processing
  • Move materials from facilities to workstations, pick-up locations, or other locations
  • Ensure workspace and warehouse in general is free of debris and remove safety hazards
  • Control access to the warehouse to ensure safety of the inventory
  • Perform inventory count on regular basis and update electronic database accordingly
  • Work as an active team member to complete team goals
  • Prepare documentation and inventory for audits
  • Liaise with other departments (Sales Support primarily) in order to place orders for needed inventory.
  • Prepare and place Purchase Orders with suppliers and follow up until received and stocked. Inform all concerned parties.
  • Keep track of quality, stock levels, delivery times and transport costs
  • Maintain a good knowledge of all suppliers warranty terms and procedures 
  • Maintain a good and up to date knowledge of applicable laws, regulations, ISO and other relevant requirements
  • Comply with laws, regulations and ISO requirements
  • Thorough knowledge of the company’s stock
  • Maintain good knowledge of company’s products and services

Administrative responsibilities

  • Receiving visitors at the front desk by greeting, welcoming, directing and announcing them appropriately
  • Offer and prepare refreshments (water, coffee etc.) to guests on arrival and/or during meetings*
  • Direct visitors to the appropriate person and office*
  • Answering screening and forwarding incoming phone calls
  • Receive, sort and distribute daily mail/deliveries
  • Receive and log items brought in for workshop repairs. Inform customers of cost and/or delivery dates for repaired equipment*
  • Ensure reception area and other common use areas (conference rooms waiting area etc.) is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures) at all times
  • Provide basic and accurate information in-person and via phone/email
  • Maintain office security by following applicable safety and quality procedures and controlling access via the reception desk
  • Order front office supplies, general office supplies (stationary, groceries etc.) and keep inventory of stock*
  • Obtain quotations and process orders for office furniture as instructed by supervisor*
  • Update calendars and schedule meetings*
  • Maintain the conference room meeting schedules to ensure no schedule conflicts arise*
  • Arrange travel and accommodations*

 *in the absence of the Front Desk and Administration Officer


  • High school degree or equivalent (or higher)
  • Some experience in a similar position (ideally 1 year minimum)
  • Very good verbal and written communication skills
  • Independent user of the English language
  • Computer literate
  • Valid driver’s license
  • Physically able to stand, sit, move, squat, walk, and climb during the course of the shift
  • Physically able to lift up to 20kg
  • Able to work in a fast-paced environment
  • Some familiarity with inventory control procedures
  • Some familiarity with inventory software, and able to retrieve and upload data from/into company system
  • Able to work independently and multitask
  • Pays attention to detail
  • Highly organized