Position Description – Office Manager

*Company Name:* Bharat Foods Pty Ltd

*Position Title:* Office Manager

*Industry:* Importing and Distribution – Indian Food Products

*Reports To:* Director / General Manager

*Employment Type:* Full-time

1. Company Background

Bharat Foods Pty Ltd is engaged in the importation and distribution of a wide range of Indian food products, including rice, flour, spices, pulses and other grocery items. The company supplies quality food products to retailers, wholesalers, grocery stores and other customers. The business focuses on maintaining reliable supply chains, efficient inventory management, customer satisfaction and smooth day-to-day business operations.

2. Position Purpose

The Office Manager is responsible for overseeing and coordinating the company's daily administrative and office operations to ensure the efficient functioning of the business. The role supports management, sales, purchasing, warehousing, logistics and customer service activities associated with the importation and distribution of food products.

The position ensures that business records, supplier communications, customer orders, invoices, inventory documentation and import-related paperwork are accurately maintained and processed in a timely manner.

3. Key Responsibilities and Duties

Office Administration and Management

- Manage daily office operations and ensure administrative activities run efficiently.

- Maintain company records, filing systems, databases and business documentation.

- Coordinate meetings, appointments and internal communications.

- Monitor office supplies and arrange purchasing when required.

- Develop and maintain administrative procedures to improve office efficiency.

Customer Service and Sales Support

- Respond to customer enquiries by telephone, email and other communication channels.

- Coordinate customer orders and communicate delivery schedules.

- Liaise with the sales and warehouse teams to ensure orders are processed accurately.

- Maintain customer accounts, contact details and order records.

- Assist in resolving customer complaints, delivery issues and invoice discrepancies.





- Support the preparation of sales reports and customer account statements.

Financial and Accounts Administration

- Assist with processing supplier invoices, customer invoices and payment documentation.

- Maintain records of accounts payable and accounts receivable.

- Follow up outstanding customer payments in accordance with company procedures.

- Assist with expense tracking, reconciliations and preparation of financial reports.

- Coordinate with external accountants and management regarding financial documentation.

- Maintain accurate records to support budgeting and business planning.

Compliance and Documentation

- Maintain accurate business and import-related records in accordance with company procedures.

- Assist with maintaining documentation relating to applicable Australian import, food safety, biosecurity and workplace requirements.

- Support the organisation of product specifications, supplier certificates and relevant compliance documents.

- Ensure business records are stored securely and can be retrieved when required.

- Follow company policies, confidentiality requirements and workplace health and safety procedures.

Staff Coordination and Management

- Coordinate administrative tasks and allocate office responsibilities where required.

- Assist with staff onboarding, maintaining personnel records and monitoring attendance.

- Communicate operational priorities to office and support staff.

- Identify opportunities to improve administrative processes and team productivity.

- Provide administrative support to directors and senior management.

4. Essential Skills and Qualifications

- Relevant qualification in business administration, office management, business management or a related field, or equivalent practical experience.

- Previous experience in office administration or office management.





- Solid organisational, time-management and multitasking skills.

- Good written and verbal communication skills.

- Proficiency in Microsoft Office applications, spreadsheets and business management software.

- Understanding of purchasing, invoicing, inventory records and general business administration.

- Ability to coordinate with suppliers, customers, freight providers and warehouse staff.

- Strong attention to detail and accuracy in maintaining business records.

- Ability to work independently and manage competing priorities.

- Good problem-solving, interpersonal and customer service skills.

5. Desirable Experience

- Experience in the food importation, wholesale grocery or distribution industry.

- Familiarity with import documentation, freight coordination and customs clearance processes.

- Experience with inventory management systems and accounting software.

- Knowledge of Australian food import requirements and relevant compliance documentation.

- Experience coordinating purchasing, warehousing, deliveries and customer orders.

6. Key Performance Indicators (KPIs)

- Accurate and timely completion of office administration tasks.

- Effective maintenance of supplier, customer, purchasing and inventory records.

- Timely processing of purchase orders, invoices and customer orders.

- Efficient communication with suppliers, customers and logistics providers.

- Reduced administrative errors and improved document management.

- Timely reporting of stock discrepancies and shipment delays.

- Compliance with applicable company procedures and relevant regulatory requirements.

- Improved coordination between office, sales, warehouse and management teams.

7. Why Join Bharat Foods Pty Ltd?

Bharat Foods Pty Ltd offers the opportunity to work in a growing food importation and distribution business that connects Indian food products with customers in the Australian market. The Office Manager will play an important role in supporting business growth, improving operational efficiency and maintaining strong relationships with suppliers, customers and business partners.

📌 Office Manager (Clyde North)
🏢 Bharat Foods
📍 Clyde North