Office Administrator & Operations – Carlynk Exports

Job Description

Company: Carlynk Exports
Location: Accra – Tema Beach Road
Employment Type: Full-Time

ABOUT CARLYNK EXPORTS

Carlynk Exports is a growing organisation seeking a highly organised, proactive and detail-oriented Office Administrator & Operations professional to join our team.

We are looking for an individual who can effectively manage day-to-day administrative activities while supporting the smooth coordination of business operations. The successful candidate will play an important role in ensuring that office processes, documentation, communication and operational activities are handled efficiently and professionally.

This is an excellent opportunity for an experienced administrative and operations professional who enjoys taking initiative, solving problems and working in a fast-paced business environment.

THE ROLE

The Office Administrator & Operations professional will be responsible for coordinating general office administration and supporting the organisation’s operational activities.

The successful candidate will work closely with management, employees, suppliers, clients and other stakeholders to ensure that administrative and operational processes run smoothly.

KEY RESPONSIBILITIES

1. Office Administration

• Manage the day-to-day administrative operations of the office.
• Maintain an organised, professional and efficient office environment.
• Manage correspondence, emails, letters and other official communications.
• Maintain and organise company records, files and documentation.
• Schedule meetings, appointments and other business engagements.
• Prepare meeting agendas, minutes, reports and other administrative documents.
• Receive and respond to routine enquiries professionally.
• Support management with general administrative tasks and assignments.
• Monitor office supplies and coordinate replenishment when necessary.

2. Operations Coordination

• Support the smooth running of the company’s daily operational activities.
• Coordinate activities between internal teams, suppliers, clients and other stakeholders.
• Follow up on operational tasks and ensure timely completion.
• Assist with planning, scheduling and coordinating business activities.
• Identify operational challenges and escalate them to management where appropriate.
• Support the implementation of systems and processes that improve operational efficiency.
• Maintain accurate records of operational activities and transactions.

3. Supplier & Vendor Coordination

• Communicate with suppliers, service providers and other external partners.
• Request quotations and assist with supplier comparisons where required.
• Follow up on orders, deliveries and outstanding supplier requirements.
• Maintain appropriate supplier and vendor records.
• Monitor the timely delivery of goods and services.
• Escalate supplier-related issues and delays to management.

4. Documentation & Record Management

• Maintain accurate and up-to-date physical and electronic records.
• Organise contracts, invoices, purchase documents, correspondence and other business records.
• Ensure important documents are properly filed and easily accessible.
• Assist with preparing reports, spreadsheets and presentations.
• Maintain confidentiality of company and client information.

5. Finance & Administrative Support

• Assist with processing invoices, receipts and other administrative financial documents.
• Support the preparation and tracking of purchase requests and expenses.
• Maintain records of administrative expenditures.
• Liaise with the finance team on relevant administrative and operational matters.
• Assist with basic reconciliation and documentation where required.

6. Customer & Stakeholder Support

• Maintain professional communication with clients, suppliers and business partners.
• Respond promptly to enquiries and direct issues to the appropriate team.
• Assist in coordinating client meetings and engagements.
• Build positive working relationships with internal and external stakeholders.
• Represent the organisation professionally in all interactions.

7. Process Improvement

• Identify opportunities to improve administrative and operational processes.
• Recommend practical ways to reduce delays, duplication and unnecessary costs.
• Support the development and implementation of administrative procedures.
• Assist management in improving workflow, documentation and coordination systems.

REQUIREMENTS

The ideal candidate should have:

• A Bachelor’s degree or HND in Business Administration, Management, Office Administration, Operations Management, Supply Chain, or a related field.
• At least 2–3 years of relevant experience in office administration, operations or a similar role.
• Strong knowledge of office administration and business operations.
• Excellent organisational and time-management skills.
• Strong written and verbal communication skills.
• Good knowledge of Microsoft Office, particularly Word, Excel and PowerPoint.
• Strong attention to detail and accuracy.
• Ability to manage multiple responsibilities and competing priorities.
• Strong problem-solving and follow-up skills.
• Ability to work independently with minimal supervision.
• Experience coordinating suppliers, vendors or service providers will be an advantage.

PERSONAL ATTRIBUTES

We are looking for someone who is:

• Highly organised and structured.
• Proactive and able to take initiative.
• Detail-oriented and accurate.
• Reliable and accountable.
• Professional and presentable.
• A strong communicator.
• Able to multitask and work under pressure.
• Resourceful and solutions-oriented.
• Comfortable working with different stakeholders.
• Willing to learn and adapt as the organisation grows.

WHY JOIN CARLYNK EXPORTS?

This is an opportunity to join a growing and dynamic organisation where your administrative and operational skills will directly contribute to business efficiency and growth.

The successful candidate will have the opportunity to work closely with management and gain broad exposure to office administration, business operations, supplier coordination, stakeholder management and organisational processes.

APPLICATION

Interested and qualified candidates should send their updated CV to:

📩 olivia@carlynkexports.com
📩 director@carlynkexports.com