Administration Officer – West

WG Genera Pte Limited, a pest and fumigation company based out of New Zealand, is part of a wider group of companies owned by Neptune Pacific Direct Line (NPDL), a sister Company to FIJI Water. NPDL operates market leading brands in shipping and logistics services across 18 Pacific Island markets. The Company is vertically integrated providing supply chain solutions between worldwide markets and the Pacific Islands. NPDL is the largest carrier in its core Pacific Island markets operating eight container ships and servicing 18 Pacific Island nations.

We currently have a great opportunity for the position of Administration Officer - West based at Lautoka office. The Administration Officer will be responsible for providing administrative support to ensure efficient operation of the Nadi office. This role involves handling a wide range of administrative tasks and duties to assist in the daily operations of the branch and manage and coordinate all aspects of service operations, including scheduling, dispatching, and customer service. The Administration officer will also coordinate stock control operations with the Suva team as well as the sales and finance departments. You will be responsible for conducting stock takes and stock requisition to ensure smooth branch operation. 

1. Maintain office supplies inventory by checking stock to determine inventory levels, anticipating needed supplies, and placing orders.

2. Ensure the office is clean, organized, and well-maintained.

3. Handle incoming calls, emails, and other correspondence, directing them to appropriate personnel as necessary.

4. Provide excellent customer service by answering queries and addressing complaints in a professional manner.

5. Assist in processing customer orders, contracts, and service agreements.

6. Maintain and update customer and employee records, ensuring all information is accurate and up to-date.

7. Manage and organize files, documents, and records (both physical and digital) for easy access and retrieval.

8. Assist with basic bookkeeping tasks such as invoicing, billing, and payroll processing.

9. Support the implementation of health and safety protocols in the office.

10. Coordinate and support the activities of the pest control and hygiene teams, including route planning and job scheduling.

11. Assist in tracking and managing equipment and vehicle maintenance schedules.

12. Maintain employee attendance and leave records.

13. Manage and coordinate all aspects of service operations, including scheduling, dispatching, and customer service.

14. Ensure timely and efficient delivery of services to customers.

15. Monitor service requests and assign technicians to appropriate jobs.

16. Communicate with customers to schedule appointments and provide updates on service status.

17. Maintain accurate records of service requests, work orders, and customer interactions.

18. Collaborate with other departments to ensure smooth service delivery.

19. Identify opportunities for process improvement and implement changes as needed.

20. Ensure that Monthly & Yearly planner is submitted to service technicians & client on a timely manner.

21. Ensure that service report is submitted for invoicing on a timely manner.

22. Coordinating stock control operations with service technicians and Branch Manager.

23. Analysing supply chain data to ensure the uninterrupted availability and dispatch of stock.

24. Forecasting supply and demand to prevent overstocking and running out-of-stock (OOS) in Nadi branch.

25. Implementing the first in first out (FIFO) movement of stock to ensure effectiveness and avoid out of age stock.

26. Placing and receiving orders to replenish stocks as needed from Suva.

27. Tracking shipments and coordinating internal stock transfers, as well as resolving delays.

28. Overseeing stock storage processes, including tagging, boxing, and labelling.

29. Maintaining a steady flow of stock from storage to where it is needed.

30. Performing regular inventory audits and keeping stock purchasing within budget.

1. A Bachelor's degree or Diploma in Business Administration, Management, or a related field (preferred).

2. Proven experience in an Administration role within the Pest Control, Hygiene, Fumigation, or Cleaning industry will be an added advantage.

3. Strong leadership and team-building skills.

4. Excellent communication, negotiation, and interpersonal abilities.

5. Thorough understanding of industry regulations and best practices.

6. Proficiency in MS Office and other relevant software applications.

7. Valid driver's license and willingness to travel as needed.

• Competitive benefits package
• Opportunity for development and internal mobility
• Wonderful Giving (wonderfulgiving.com) - allowing you to donate company money to a cause of your choice
• Project Wonderful - Staff spend a day in the community helping with various projects
• Company focused on wellness and health

If you are a self-starter with an interest in developing your skills in the logistics industry, then this could be you.

To be considered for this role you must have the legal right to live and work in Fiji.

All your information will be kept confidential according to EEO guidelines.  

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