Key Responsibilities

1. Office & Administrative Management

Manage daily office operations including correspondence, filing, documentation, and supplies.

Maintain accurate records, contracts, purchase orders, invoices, and delivery documents.

Coordinate appointments, meetings, calendars, and travel arrangements.

Handle incoming calls, emails, and inquiries professionally.

2. Sales & Customer Support

Assist the sales team with quotation preparation, order processing, and customer follow-ups.

Maintain customer databases, ensuring all information is current and accurate.

Prepare sales reports, inventory summaries, and delivery schedules as required.

Provide exceptional customer service, addressing enquiries related to product availability, order status, and delivery timelines.

3. Logistics & Coordination

Liaise with warehouse and logistics teams on stock movement, delivery arrangements, and shipment tracking.

Prepare delivery orders, packing lists, and product release documentation.

Coordinate with suppliers, freight forwarders, and customs agents for import documentation (e.g., invoices, packing lists, certifications).

4. Compliance & Documentation

Ensure all administrative processes comply with industry, import, excise and food & beverage regulations.

Maintain records for product certifications and labeling compliance.

Support audits and regulatory reporting requirements.

5. Financial & Operational Support

Assist with basic bookkeeping tasks such as invoice processing, payment tracking, and petty cash management.

Support monthly inventory counts and reconciliation of stock records.

Prepare management reports and presentations as required.



Skills & Competencies

Core Skills

Strong organisational and multitasking skills

Excellent written and verbal communication

High attention to detail and accuracy

Ability to manage confidential information professionally

Proficient in Microsoft Office (Excel, Word, PowerPoint)

Experience with inventory or ERP systems (preferred)

Industry-Related Competencies

Understanding of wine product categories (basic knowledge or interest is a plus)

Familiarity with import documentation and excise duties (advantageous)

Ability to coordinate logistics for fragile or regulated products

Behavioural Competencies

Customer-centric mindset

Strong teamwork and collaboration

Proactive problem-solving skills

Willingness to learn about wine products and the distribution industry

Ability to work in a fast-paced, dynamic environment

Adaptability when dealing with multiple stakeholders (suppliers, customers, logistics partners)



Values We Look For

Integrity & Responsibility

We value individuals who demonstrate honesty, accountability, and reliability in handling sensitive documents and operations.

Customer Commitment

We prioritise delivering an exceptional experience to customers and partners through service excellence.

Team Spirit

We believe in collaboration and supporting one another to achieve collective goals.

Continuous Learning

Curiosity and a willingness to learn about wines, products, processes, and systems are essential in this industry.



Qualifications

Diploma or Degree in Business Administration, Supply Chain, Office Management, or related field.

Minimum 2–3 years of administrative experience, ideally in FMCG, distribution, logistics, or F&B.

Experience in a wine or alcohol distribution environment is an added advantage.

Strong customer service orientation.