Operations Administrator

Responsibilities:

Logistics Management System (LMS) Administration:

• Serve as the primary administrator for the company’s internal logistics management software and digital operational tools.
• Input, track, and update all end-to-end operational workflows within the system to ensure real-time data accuracy across departments.
• Troubleshoot basic software issues, maintain clean system data, and train team members on proper system usage when necessary.

Financial Record Management:

• Maintain accurate financial logs of daily operations, including trip expenses, vendor payouts, fuel logs, and petty cash disbursements.
• Generate, verify, and track client invoices, ensuring timely billing and follow-up on outstanding receivables.
• Reconcile delivery receipts and operational expenses with accounting records to support seamless financial reporting.

Documentation & Delivery Record Management:

• Prepare, verify, and archive essential logistics paperwork, including waybills, bills of lading, customs forms, and proof of delivery (POD) documents.
• Maintain accurate digital records of all freight movements, inventory levels, and completed deliveries in the company database.
• Audit delivery logs regularly to flag missing documentation or discrepancies immediately.

Customer Relations & Vendor Communication:

• Act as the primary point of contact for client inquiries, booking requests, status updates, and service escalations.
• Build and maintain strong client relationships through proactive communication and timely issue resolution.
• Coordinate with third-party carriers, warehouse staff, and external vendors to align schedules and documentation.

Reporting & Compliance:

• Compile daily, weekly, and monthly operational and financial reports covering delivery performance, revenue/expense summaries, turnaround times, and incident logs.
• Ensure all administrative, warehouse, and transport workflows strictly adhere to company Standard Operating Procedures (SOPs) and regulatory standards.
• Assist the Operations Manager with budget tracking, office supply procurement, and general administrative tasks.

Requirements:

• A minimum of 2 years of experience
• A minimum of a degree in a related field