Operation Assistant

Job Overview

We seek a diligent and dependable Administrator to autonomously oversee the daily workings of a Nutralite Butter distributorship. This role entails handling diverse operational aspects including sales, purchasing, customer and supplier communications, inventory management, financial transactions, and record keeping.

Key Duties

• Manage daily sales and purchase processes.
• Proactively contact existing and prospective customers to boost sales.
• Handle incoming communications from customers and suppliers efficiently.
• Take orders and coordinate timely deliveries.
• Maintain comprehensive and accurate documentation of sales, purchases, and stock levels.
• Track customer credits, pending payments, and debts diligently.
• Follow up to recover outstanding payments.
• Coordinate with suppliers to manage procurement and supply schedules.
• Oversee butter inventory and ensure proper storage in cold facilities.
• Conduct banking tasks and manage payment transactions daily.
• Keep detailed records of cash flows, bank transactions, receipts, and payments.
• Digitize all relevant business data including sales, purchases, payments, and outstanding balances.
• Produce regular reports (daily, weekly, monthly) to aid management oversight.
• Coordinate logistics with delivery personnel, customers, and suppliers to ensure smooth operations.
• Ensure all payments, orders, purchases, and critical tasks are completed timely without omissions.
• Carry out general administrative responsibilities to guarantee efficient distributorship functioning.

Data Management & Reporting

Precise data entry is crucial in this position. The selected individual must maintain digital updates of the following:

• Daily sales and purchase figures.
• Outstanding credits for each customer.
• Payments to suppliers and outstanding amounts.
• Inventory and stock records.
• Banking and cash transactions.
• Orders and delivery records.
• Other financial and business-related expenditures and transactions.

Qualifications & Skills

• Proficient in MS Excel, Google Sheets, and basic computer operations.
• Excellent verbal communication and telephone etiquette.
• Fundamental understanding of debit, credit, banking, and payment processes.
• Ability to maintain meticulous records and perform regular, accurate data entry.
• Confidence in making sales calls and diligent in customer follow-ups.
• Highly organized with the capacity to handle multiple duties simultaneously.
• Honest, dependable, and trustworthy with sensitive financial information.
• Capable of working independently and assuming responsibility for daily operational tasks.
• Experience in FMCG distribution, food product handling, or wholesale trade is a plus.

Work Environment

This role requires full-time onsite presence at the office/store, which includes an adjacent cold storage for butter. The candidate must remain at the location during working hours until all daily duties are accomplished.