Administrative Support:

1. Appointment and Calendar Management:

• Supplier Meetings : Scheduling meetings with suppliers, manufacturers, and distributors.
• Client Appointments : Coordinating client meetings or calls for bulk purchases, negotiations, or product demonstrations.
• Event Scheduling : Organizing trade shows, conferences, or product showcase events.

2. Document Preparation and Filing:

• Purchase Orders and Invoices : Preparing purchase orders, invoices, and other transactional documents for clients and suppliers.
• Contracts and Agreements : Managing contracts with clients, suppliers, and distributors, ensuring proper documentation and filing.
  
• File Management Organizing both physical and digital records of orders, shipments, payments, and communication with clients and vendors.

• Client and Supplier Communication : Handling email communications with suppliers and customers regarding orders, shipments, and inventory updates.
• Internal Communication : Keeping the management team updated on operational matters, new orders, and supplier issues.
• Lead Follow-Up Following up on leads from potential buyers or suppliers to ensure business opportunities are maximized.

2. Customer and Supplier Relationship Management:

1. CRM Management:

• Database Management : Maintaining a CRM system that tracks customer orders, supplier information, and sales opportunities.
• Lead Nurturing :  Creating and managing follow-up processes for leads to ensure timely responses and potential orders are maximized.
• Client Interaction Tracking Keeping a record of all communications with clients and suppliers to provide insights on business relationships and opportunities.

• Client Support : Providing support for existing clients, answering questions about orders, resolving issues, and addressing concerns.
• Supplier Relations : Managing relationships with suppliers, ensuring timely communication, and addressing any issues related to stock availability or pricing.

3. Inventory and Operations Management:

• Stock Management : Assisting in tracking inventory levels, alerting management when stock levels are low, and reordering products when necessary.
• Inventory Reports : Preparing regular inventory reports that provide insights into stock levels, turnover rates, and order trends.
• Product Restocking : Coordinating with suppliers to ensure timely restocking of high-demand items.
  

• Vendor Management : Maintaining relationships with suppliers and ensuring smooth procurement processes for goods.
  
• Order Coordination : Managing the scheduling and coordination of orders with suppliers, ensuring on-time deliveries and resolving any order discrepancies.
• Supplier Payments : Managing payments to suppliers, ensuring invoices are processed and payments are made on time.

• Shipment Coordination : Organizing and tracking shipments to and from warehouses, ensuring products are delivered to clients in a timely manner.
  
• Shipping Documents : Preparing shipping labels, bills of lading, and other necessary documentation for freight or courier services.
• Carrier Relations : Coordinating with logistics companies and carriers to ensure efficient shipping and delivery processes.

4. Financial Support:

• Invoice Creation : Preparing and sending invoices to clients, ensuring all financial details are accurate and timely.
  
• Payment Follow-Up Tracking outstanding payments and following up with clients on overdue invoices or billing discrepancies.
• Accounts Payable/Receivable : Managing accounts payable and receivable, ensuring timely payments to suppliers and collections from clients.
  

• Expense Management : Tracking business expenses, including supplies, transportation, and operational costs.
  
• Financial Reports Compiling and providing financial reports such as profit margins, sales performance, and cost analyses for management review.

• Budget Preparation : Assisting in preparing budgets for inventory purchases, operational costs, and marketing campaigns.
  
• Sales Forecasting Helping to develop sales forecasts based on current trends, past performance, and inventory levels.

5. Marketing and Lead Generation:

• Email Campaigns: Designing and sending marketing emails or newsletters to clients about new product offerings, promotions, or bulk discounts.
• Social Media Management Managing the company’s social media accounts, sharing product updates, promotions, and engaging with potential clients.
• Lead Generation : Assisting in the creation of online campaigns, cold email outreach, or content marketing strategies to generate new business leads.

   

   

• Product Catalogs Creating and updating product catalogs, brochures, or flyers for distribution to clients or at trade shows.
• Online Listings Posting product listings on relevant B2B platforms or marketplaces to attract wholesale buyers.

• Event Planning Assisting in the organization of trade shows, networking events, or product showcases.
• Booth Management Coordinating the setup of booths, marketing materials, and product samples for trade shows or industry conferences.

6. Operational Support and Compliance:

• Regulatory Compliance: Ensuring that all products, especially imported goods, comply with local and international regulations.
• Certifications Keeping track of supplier certifications, ensuring that they meet industry standards and compliance requirements.
  

• Contract Review : Assisting in the review and organization of contracts with clients, suppliers, and logistics companies.
• Renewal Tracking Keeping track of contract renewal dates and ensuring timely renewals with suppliers and partners.

7. Office Management and HR Support:

• Workforce Management Coordinating staff schedules, especially for warehouse and operations personnel, to ensure efficient workflow.
• Team Communication Acting as the point of contact between management and warehouse or office staff, ensuring smooth internal communication
  

• Office Supplies Managing office supply orders, including equipment, stationery, and software subscriptions.
• General Office Support Handling daily office tasks like answering phones, booking travel for executives, and managing the company’s overall day-to-day operations.