Office Manager (Food Distribution) Chinese speaking required

Job Description

Job Description

Position Summary

The Office Manager is responsible for overseeing daily administrative, operational, and warehouse activities for a food distribution company. This role ensures the smooth coordination of office functions, inventory management, order processing, purchasing, shipping and receiving, and warehouse operations. The Office Manager works closely with management, warehouse personnel, drivers, vendors, suppliers, and customers to ensure orders are processed accurately, deliveries are coordinated efficiently, inventory is properly maintained, and food safety standards are followed.

Key Responsibilities

Office Administration

• Oversee daily office operations and administrative functions to ensure efficiency and organization.
• Manage incoming calls, emails, customer inquiries, and communications with vendors and suppliers.
• Maintain accurate records, invoices, purchase orders, delivery documents, and customer accounts.
• Prepare reports, spreadsheets, operational summaries, and other management documentation.
• Coordinate employee schedules, meetings, attendance records, and general administrative needs.
• Assist with accounts payable, accounts receivable, billing, expense tracking, and payment follow-ups.
• Maintain organized filing systems and ensure the confidentiality and accuracy of company records

Inventory and Purchasing

• Monitor inventory levels and identify products that require replenishment.
• Coordinate purchase orders with suppliers and follow up on outstanding orders and backorders.
• Investigate inventory discrepancies and maintain accurate stock records within the company's inventory management system.
• Track product movement, spoilage, shrinkage, returns, and waste.
• Assist with demand planning and inventory forecasting based on customer orders and sales trends.
• Ensure proper documentation is maintained for incoming and outgoing products.

Food Safety and Compliance

• Ensure warehouse and distribution activities follow applicable food safety, sanitation, and handling requirements.
• Support compliance with company food safety procedures, including temperature monitoring, sanitation, pest control, and product handling.
• Maintain records for product traceability, lot tracking, receiving inspections, and temperature logs, as applicable.
• Ensure products are stored and transported under appropriate temperature conditions.
• Assist with inspections, audits, product recalls, and corrective action procedures.
• Report food safety concerns, damaged packaging, contamination risks, or temperature deviations immediately to management.
• Help ensure employees follow proper hygiene, sanitation, and workplace safety procedures.

Staff Supervision and Operational Support

• Supervise and coordinate administrative and warehouse personnel as assigned.
• Train employees on office procedures, inventory systems, order processing, warehouse workflows, and company policies.
• Monitor employee performance, attendance, productivity, and adherence to established procedures.
• Promote teamwork and clear communication between office and warehouse departments.
• Identify opportunities to improve productivity, reduce operating costs, minimize waste, and streamline workflows.
• Perform other administrative and operational duties as required by management.

Qualifications and Requirements

• Previous experience in office management, warehouse operations, logistics, inventory control, or food distribution.
• Strong organizational, leadership, communication, and problem-solving skills.
• Experience with inventory management systems, order processing software, and Microsoft Excel.
• Knowledge of shipping and receiving procedures, stock rotation, and warehouse organization.
• Understanding of food safety, sanitation, temperature control, and product traceability requirements.
• Ability to manage multiple priorities in a fast-paced distribution environment.
• Strong attention to detail and the ability to maintain accurate operational records.
• Ability to coordinate effectively with warehouse employees, drivers, vendors, customers, and management.
• Forklift or warehouse equipment experience is beneficial where applicable.

Key Performance Expectations

• Accurate inventory records and reduced inventory discrepancies.
• Timely and accurate order fulfillment and deliveries.
• Proper product rotation and minimized spoilage and waste.
• Compliance with food safety, sanitation, and warehouse safety procedures.
• Efficient coordination between office, warehouse, purchasing, and distribution teams.
• Accurate documentation, invoicing, receiving, and shipping records.
• Improved warehouse productivity, customer satisfaction, and operational efficiency.

Overall Objective

To ensure the efficient operation of the office and warehouse by coordinating administrative functions, inventory control, order fulfillment, shipping and receiving, and distribution activities while maintaining product quality, food safety, workplace safety, and excellent customer service.