Administrative Assistant

The Administrative Assistant is responsible for supporting the day-to-day operations of Kenstore Essentials, with a primary focus on quotations, purchasing, order coordination, inventory records, and collections follow-ups.

Key Responsibilities

1. Quotations & Supplier Canvassing

• Find and canvass suppliers for customer requests.
• Compare supplier prices and availability.
• Prepare, finalize, and send customer quotations.
• Maintain the supplier database.
• Assist in updating the product price list.

2. Purchasing

• Monitor inventory and identify items that need to be ordered.
• Finalize quantities and purchase totals.
• Coordinate orders with suppliers.
• Record purchases and supplier invoices in the Purchase Log.
• Update the inventory file upon receipt of goods.
• Assist in arranging Lalamove from suppliers to the warehouse when needed.

3. Order Processing & Delivery

• Input and maintain customer orders in the Order Masterfile.
• Monitor which items are ready and which are still pending.
• Prepare packing lists once orders are complete.
• Keep orders organized by status: Preparing → For Pickup → For Delivery → Delivered.
• Coordinate with the warehouse and assist in booking Lalamove to customers.
• Record actual delivery dates.

4. Collections

• Review outstanding collections weekly.
• Send SOAs and follow up on overdue accounts.
• Record customer due dates based on actual delivery dates.
• Escalate significantly overdue accounts when necessary.

General Responsibilities

• Keep company files and records accurate and updated.
• Proactively follow up on pending tasks.
• Communicate with customers, suppliers, and delivery partners.
• Escalate issues that require approval.
• Look for ways to improve Kenstore's processes and systems.

Key Qualities

Organized Detail-oriented Proactive Reliable Good communicator Independent Willing to learn

Job Type: Part-time

Benefits:

• Flexible schedule
• Pay raise
• Work from home

Work Location: Remote