Admin Operations Assistant

SUMMARY

We are looking for fast-readers and do-ers with a strong attention to detail.We transport cargo every day to over >100 stations across Asia on behalf of our customers, and coordinate with many Cargo Terminal Operators (CTOs). We rely heavily on CTOs and ground handlers to ensure we can maximize our ability to sell and transport cargo. To ensure the reliability of CTOs and ground handlers, We are looking for a reliable and detail-oriented Airfreight Operations Assistant to support administrative and procurement-related functions in the airfreight department. The candidate will play a key role in raising PR (Purchase Requisitions), verifying supplier invoices, handling cargo submission forms, and monitoring OCR-based AWB documentation. This role is essential to maintaining documentation accuracy, vendor coordination, and workflow efficiency.

A DAY IN A LIFE

As a start up, you can expect your days to be pretty varied. Multitasking is normal, and sometimes, your skills or natural talents will be leveraged to support other business priorities. That said, the bulk of your working hours should involve you having to:

Procurement & Invoice Handling:

• Prepare and submit Purchase Requisition (PR) forms based on operational needs (e.g., packaging materials, labels, ULD items, Office rental and etc).
• Coordinate with procurement or sourcing departments to track PR approval status.
• Follow up on delivery of requested items and update records accordingly.
• Verify supplier invoices against PRs, delivery notes, and contract terms before submitting to the finance/accounts team for payment processing.
• Maintain logs of PRs, supplier payments, and delivery status in Excel or internal ERP.

Clerical & Administrative Support:

• Maintain organized digital and physical records of all shipment-related documentation.
• Assist in preparing internal cargo summaries, movement logs, and operation reports.
• Monitor supply levels/Inventory (e.g., airwaybill stock, documentation paper, labels) and notify supervisor for replenishment.

Cargo Submission Form Control:

• Check all incoming Cargo Submission Forms from operations or clients for completeness, accuracy, and approvals.
• Ensure that data such as shipper/consignee, dimensions, declared value, and cargo type are properly entered.
• Flag incomplete forms and follow up with concerned departments to correct discrepancies.
• Digitally file and archive all verified forms with tracking numbers.
  

AWB OCR Monitoring:

• Use OCR tools or internal systems to extract data from scanned Air Waybills (AWBs).
• Review and cross-check OCR data with original documents to ensure accuracy in key fields like MAWB/HAWB numbers, weights, and destination.
• Correct any mismatches and report repeated OCR issues to the systems/IT or process team.
• Ensure scanned documents are stored and labeled according to company archiving policies.

Cross-Functional Coordination:

• Collaborate with warehouse, operations, and finance teams to ensure documentation flow and cargo movement are aligned.
• Provide administrative support for internal audits and vendor compliance checks.
• Assist in document retrieval during internal or external reviews (e.g., airline audits or customs inspection)

These are minimum-requirement skills and a ‘must-have’ for the role:

• Good communication and follow-up skills.
• Strong interpersonal skills - ability to speak English fluently
• Able to operate computer programmes such as microsoft office
• Meticulous with work - double checking for accuracy of data entry
• Diploma or Bachelor’s degree in Logistics, Business Admin, or related field.
• Minimum 1–2 years of experience in an airfreight or logistics administrative role.
• Familiarity with freight documentation processes, PR workflows, and invoice verification.
• Basic understanding of AWB formats and OCR processes is an advantage.
• Proficient in MS Office, especially Excel and Outlook; ERP or WMS experience is a plus.
• Strong attention to detail and document control accuracy.