Admin Assistant
Permanent @Auto Supply posted 1 week ago in Admin & Office Support Shortlist Email JobJob Detail
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Job ID 5337
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Work Model: In-Office / On-Site
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Experience Level: 2 Years
Job Description
An established importer of automotive parts and equipment has a vacancy for a general Admin Assistant.
Role Purpose:
As a General Administrative Assistant, you will be the backbone of our operations, providing stellar customer service and supporting our sales team. You will manage administrative tasks related to warehouse and procurement while ensuring smooth and efficient operational workflows.
Responsibilities:
- Customer Service:
- Spearhead customer service efforts by processing orders, tracking waybills, following up on delays, and handling returns, refunds, and exchanges promptly and professionally.
- Respond to customer inquiries across platforms – phone, email, and live chat/CRM – in a timely manner.
- Returns/Refunds:
- Receive and inspect returned stock.
- Take appropriate action, including returning items to stock, writing off damaged goods, processing exchanges, and completing RFC (Return for Credit) forms.
- Manage administrative tasks such as filing and scanning documents.
- Stock Counts/Checks:
- Conduct regular stock counts and checks, maintaining accurate inventory records.
- Report discrepancies and take corrective action promptly.
- Order & Logistics:
- Book waybills for outgoing shipments.
- Verify invoice details and payment lines.
- Check stock levels and prepare orders.
- Manage administrative tasks such as filing and scanning documents.
- Takealot Replenishments:
- Verify stock levels for Takealot orders.
- Pull and set aside stock for replenishment.
- Occasionally remove/add barcodes, pack, and send orders.
- General Administration:
- Manage document archiving, leave tracking, and ordering stationery, consumables, and warehouse supplies.
- Maintain an orderly workflow by refining standard operating procedures and coordinating resources.
- Perform ad-hoc tasks as required to support all departments and ensure efficient operations.
- Reception Duties:
- Answer calls and transfer queries to the relevant departments.
- Customer Success/Communication:
- Manage customer relationships through CRM systems.
- Handle customer inquiries via phone calls and email.
- Provide exceptional customer service and support in a timely manner.
Requirements:
- High school diploma or equivalent
- 2+ years of experience in an administrative support role
- Proficiency in Google Workspace (Docs, Sheets, Gmail, etc.)
- Exceptional written and verbal communication skills
- Strong ability to prioritize tasks and manage time effectively
- High attention to detail and accuracy in all work
- Aptitude for learning new software and systems quickly
- Prior experience in the automotive industry is a plus
- Familiarity with digital tools such as DEAR Inventory, WordPress, WooCommerce, Stamped.io, Slack, Notion, and Kommo CRM, or a willingness to learn
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Required Skills
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