ADMINISTRATIVE OFFICER

Island Basket Limited is hiring an Administrative Assistant to support the operations of our hydroponic farm. If you have strong administrative skills and a passion for efficiency, we want to hear from you!

Join Our Team at Island Basket Limited!

Are you an organized and detail-oriented professional looking for an exciting opportunity in agriculture? Island Basket Limited is hiring an Administrative Assistant to support the operations of our hydroponic farm. If you have strong administrative skills and a passion for efficiency, we want to hear from you!

Key Responsibilities

Administrative & Office Support
• Manage correspondence, scheduling, and coordination of meetings for the management team
• Maintain accurate employee records, including attendance, leave, overtime, and bonus tracking
• Prepare documents, reports, and structured filing systems to support operations and management reporting
• Support payroll processing through preparation of overtime calculations for CM/COO approval

Procurement & Supplier Liaison
• Initiate Purchase Requisitions (PRs) on NetSuite based on CM/COO requests
• Obtain and attach supplier quotations in line with approval thresholds
• Follow up with suppliers and procurement on order status and delivery timelines
• Reconcile invoices, POs, and deliveries, escalating discrepancies to CM/COO

Inventory & Store Management
• Maintain custody of store keys jointly with the COO and ensure controlled access
• Support store requisitions (SRs) and issuance of items via NetSuite
• Participate in quarterly inventory counts and reconcile variances with finance and stores
• Ensure inventory is stored strictly in designated IsBL store locations

Greenhouse & Packhouse Operations Support
• Provide administrative support to greenhouse operations, including input consumption tracking
• Ensure daily receipt and posting of harvested produce on NetSuite
• Follow up on fulfilment and printing of daily Sales Orders (SOs)
• Reconcile SOs and invoices and communicate open orders to Sales & Marketing
• Perform bin transfers when required

Sales Order Processing & Reporting
• Input weekly/monthly production forecasts into NetSuite
• Verify pricing and quantity accuracy on SOs and invoices prior to fulfilment
• Maintain order tracking tools aligned with system SOs
• Prepare productivity, cost, and operational performance reports
• Perform invoice reconciliations (system vs signed invoices)

Delivery & Returns Supervision
• Supervise loading of produce to ensure accuracy against orders
• Oversee returns, ensure approvals are in place, and process stock transfers
• Communicate returns requiring write-offs to the COO and Management Accountant

What We’re Looking For:

✅ Diploma/Degree in Business Administration or related field. (or HSC)
✅ Experience in an administrative role.

✅ Strong organizational and time-management skills.
✅ Proficiency in Microsoft Office (Word, Excel, Outlook).
✅ Excellent communication and teamwork abilities.

Join us in growing the future of sustainable farming!

The Company reserves the right to convene only the best qualified candidates to participate in the selection exercise.

Join Alteo and be part of making the East an everlasting place to grow!