Admin & Operations Coordinator (Site Support)

The Admin & Operations Coordinator is responsible for keeping the PAWS Purity site organised, accurately documented and ready for production and delivery each working day.

The role connects administration, dispatch, inventory, payment records, customer follow-up, procurement, compliance and asset control.

The job holder must identify risks early, maintain reliable records and give management clear information for decisions. Primary outcome: Accurate records, timely dispatch, controlled payments and inventory, professional customer service, and early escalation of anything that may interrupt production or delivery. 2.

Key accountabilities

Accountability What successful ownership means Operational readiness Check daily that fuel, vehicles, bottles, staff, power and production supplies are ready.

Escalate any risk immediately with a practical proposed solution.

Records and reporting Maintain complete, accurate and accessible operational records.

Submit required daily and weekly reports on time. Financial control Record and reconcile MoMo, cash, invoices, delivery payments, credit balances and transaction references.

Report every unexplained difference. Inventory and assets Control bottle movements, production consumables and company assets through physical counts, registers and discrepancy follow-up.

Dispatch and customers Prepare correct dispatch documents, confirm deliveries, follow up payments, maintain client records and coordinate professional complaint handling.

Compliance and administration Keep inspection, vehicle, procurement and stakeholder records organised and ensure approvals are obtained before commitments are made.

Detailed duties and responsibilities
A. Daily site and dispatch readiness Confirm each morning that the delivery truck and other operational vehicles are fuelled, available and ready for dispatch. Administer the approved Star Oil, Asofan fuel arrangement and record the date, time, quantity or value, proof reference, recipient and authoriser. Check for risks involving vehicles, fuel, power, bottles, staffing or supplies. Report any likely delay immediately, stating the issue, requirement, expected resolution time and proposed action.

B. Bottle inventory control Maintain the bottle register by approved category, including round bottles with or without taps, square bottles and any other approved category. Record bottles available, in production, filled and ready, dispatched, held by clients, returned, damaged, missing or replaced. Complete and record a daily physical count of active site bottles. Investigate and explain discrepancies. Prepare a weekly opening-stock, movement and closing-stock summary with corrective action for any variance.

C. Financial and transaction records Record opening and closing MoMo balances and any authorised cash balance every working day. Record each receipt by client, amount, transaction reference, date and payment purpose. Match receipts to invoices, delivery confirmations and credit records, and report unmatched or incorrect transactions immediately. Maintain a daily paid, part-paid, approved-credit and unpaid delivery list.

D. Invoicing, dispatch and payment tracking Prepare accurate invoices that match the confirmed client, quantity, price and payment terms. Provide the delivery team with the required hard copy and send the digital copy to authorised recipients. Record the payment status and method for every delivery, then file invoices and delivery evidence so they can be retrieved for audit or follow-up.

E. Client administration and service Maintain a current client master list with contacts, location, order pattern, price category, credit status, payment behaviour and bottle holdings where relevant. Make scheduled calls for order confirmation, delivery coordination, payment follow-up and relationship management. Keep concise call notes showing the outcome, next action, responsible person and deadline. Record complaints, delivery concerns, bottle or quality issues, suggestions and compliments. Escalate urgent, serious or repeated matters without delay. Support accurate pricing, receipts and prompt issue resolution for walk-in refill customers.

F. Production records and supplies Ensure wall production records and required site data sheets are completed without gaps and verified by the responsible production employee. Maintain production-consumable quantities, expected usage and minimum reorder levels. Raise approved reorder requests before stock runs out and escalate any supply risk that may interrupt production.

G. Procurement and supplier coordination Prepare purchase requests stating the specification, quantity, purpose, preferred supplier