Administrative Assistant (Supply Chain and Logistics)

Job Overview

The Administrative Assistant plays a vital role in supporting the Brand Management Department by providing comprehensive clerical and administrative assistance to ensure smooth operations. This position works closely with the Brand Manager to handle correspondence, maintain organized documentation, coordinate logistics, and assist in managing brand-related processes. The role requires strong organizational skills, attention to detail, and the ability to multitask in a fast-paced environment.

Roles and Responsibilities

· Encode and update data in spreadsheets and relevant systems to record all transactions related to product movements from ordering, shipment, returns, repairs and other functions for all brands handled.

· Follow up on the status of orders for brands handled , ensuring timely delivery and accuracy of orders submitted and received.

· Follow up on the status of item repairs and update records accordingly.

· Track the distribution and timely return of consignment items as per the agreed timeframe.

· Coordinate with concerned departments and key persons regarding the return of items and making sure that all items are returned in good condition.

· Create different kinds of reports such as sales analysis, inventory, stock performance, competitor analysis and sales forecast for the brands.

· Assist the Brand Manager in organizing events such as product launches, boutique openings, private viewings and exhibitions.

· Assist the Brand Manager in a variety of administrative tasks such as writing letters, e-mails and other forms of correspondence as required.

· Ensure that operations are running smoothly by organizing documents, filing, scheduling appointments and perform other clerical tasks when required.

· Assist in travel arrangements and logistics tasks when needed.

· Accompany the Brand Manager in boutique visits as often as needed.

· Perform other tasks as requested by the Brand Manager.

Job Specifications

• At least 5 years experience in a similar role preferably in a retail setting

• Proven experience in logistics, shipments and/or procurement processes

• Excellent MS Excel skills especially in accurate data entry, reporting and data processing; Proficiency in reporting tools such as pivot tables will be an advantage.

• Profiency in CRM and sales systems will be highly preferred

• Excellent organizational and multitasking skills.

• Strong communication and presentation skills

• Ability to work independently and collaboratively.

Ability to multi-task and work under pressure

Work Location: In person