Office Administrator/PA

About Us:
Gadget Boss Pty is a fast-growing retail and e-commerce company committed to delivering high-quality products and excellent customer service. We are seeking an exceptionally organized and detail-oriented Office Administrator & Personal Assistant (PA) to be the operational backbone of our office. This is a hybrid role that requires strong administrative skills, executive support experience, and a keen focus on our logistics and e-commerce operations.

Key Responsibilities:

• Office Management: Oversee and manage all office supplies, inventory, and documentation. Handle office correspondence, phone calls, and manage dedicated inquiry inboxes (e.g., Gadget Boss/Office Phonace) for supplies and service providers.
• E-commerce Support: Support the sales/admin team by responding to customer inquiries on e-commerce platforms. Coordinate inventory updates and supplier stock availability/replenishment for timely customer delivery.
• Takealot Admin: Manage all Takealot-related administration, including responding to emails, handling Dispute Returns/Appeals, and managing bookings on Adaptris.
• Returns Management: Daily arrangement and preparation of 30+ non-moving stock items for return/credit. Collaborate on returning defective products to suppliers.
• Logistics Documentation: Maintain meticulous records of shipments, delivery notes, invoices, and orders. Prepare necessary shipping/customs documents and schedule pickups/deliveries with freight companies.
• Invoice Processing: Verify, match (PO vs. Invoice), and process invoices for payment. Communicate with suppliers to swiftly resolve payment/invoice discrepancies.
• Accounts Support: Assist the finance team with accounts payable/receivable tracking and rigorous filing of all financial documents.
• HR Admin: Assist with staff attendance, leave forms, basic HR documentation, and prepare employment/salary letters (e.g., sick leave, overtime, salary advances) as directed
• Generate daily task completion reports.
• Produce reports on shipping activities, delivery timelines, costs, and support logistics KPI tracking.
• Procurement: Conduct weekly stationery checks, coordinate packaging orders (e.g., SunnyPacks boxes, bubble wrap), and obtain quotations for specialized office items.
• Executive Support: Manage management's daily schedules, appointments, and reminders. Prepare meeting notes, agendas, and follow-ups.
• Fleet & Subscriptions: Track and manage vehicle servicing schedules, driver routes, and perform weekly vehicle checks. Monitor and ensure timely payments for all company subscriptions (ODOo, Shopify, Palmetrics, etc.).

Qualifications:

• Proven experience in a complex administrative, PA, or operations role, ideally within a logistics or e-commerce environment.
• Exceptional organizational skills and meticulous attention to detail (non-negotiable for stock/invoice management).