Administrative Assistants (secretaries)

Job Summary

The Administrative Officer or Secretary provides essential administrative and clerical support to ensure the smooth day-to-day operations of the logistics company. This role involves coordinating office activities, managing communication, maintaining records, and supporting logistics operations.

Key Responsibilities

1. Administrative Support

Manage office activities and maintain a well-organized work environment

Handle filing systems (physical and digital) for easy record retrieval

Prepare reports, memos, letters, and other documents

Maintain inventory of office supplies and place orders when needed

2. Communication & Correspondence

Receive, screen, and direct phone calls, emails, and visitors

Act as a liaison between management, staff, clients, and partners

Respond to inquiries professionally and promptly

3. Scheduling & Coordination

Schedule meetings, appointments, and company events

Manage executives’ calendars and travel arrangements

Coordinate internal communications between departments

4. Logistics Support Functions

Assist in tracking shipments and delivery schedules

Maintain records of dispatch, deliveries, and transportation logs

Support coordination between drivers, warehouse staff, and clients

Help prepare logistics reports and documentation

5. Record Keeping & Documentation

Maintain accurate company records, invoices, and receipts

Ensure proper documentation of shipments and transactions

Update databases and ensure data accuracy

6. Customer Service

Attend to customer inquiries regarding deliveries and services

Handle basic complaints and escalate issues when necessary

Provide updates on shipment status when required

7. Compliance & Office Procedures

Ensure adherence to company policies and procedures

Support audits and compliance checks

Maintain confidentiality of company information