Billing Shipping Operational Officer

Duties & Responsibilities

• Maintained accurate and up-to-date financial data entry and daily

bookkeeping

• Updated general ledger accounts, recording monthly journals for accruals,

prepayments.

• Involved in the preparation of materials for year-end audit to ensure timely

completion and tax queries when needed.

• Supported the month-end closing activities by safeguarding the

completeness of balance sheet schedules and reconciliations, shortening the

closing timeline by 20%.

• Performed expense coding with supporting documentation for employees’

reimbursements and petty cash in accurate and timely manner.

• Facilitated AR/AP functions, including preparation of supplier payments,

invoicing, monitoring of receivables and timely resolution of discrepancies.

• Reconciled AR and AP statements of accounts against internal records,

while optimizing payment and collection schedules to strengthen the

stakeholder relationships.

• Enhanced cash flow monitoring accuracy by 15% through regular

forecasting.

• Ensured compliance with internal controls and accounting policies to

maintain accuracy and consistency in financial reporting.

controls and accounting policies to

maintain accuracy and consistency in financial reporting.

• Maintained good data hygiene and accurate, confidential and up-to-date

employees’ records and documentation.

• Managed hiring requirements, job postings and interview coordination

and generated HR documents: offer letter, confirmation letter and

employment contract.

• Supported onboarding of new employees, ensuring smooth integration

and compliance with company standards and regulation.

• Handled leave & attendance administration, insurance enrolments and SSB claims.

~ Must- familiarize with Authority of Singapore such as MOM/CPF/LTA/JTC rules & regulations.

Core Procurement & Job Coordination

• Manage all purchase order (PO) matters and job requirements, including sourcing and evaluating suitable suppliers and contractors.

• Negotiate commercial terms, pricing, delivery lead times, and service conditions to ensure cost-effectiveness and reliability.

• Arrange and coordinate with shipping agents, shippers, and suppliers to ensure shipment schedules are met and goods are dispatched according to plan.

Logistics & Supply Chain Coordination

• Monitor shipment progress, track delivery timelines, and resolve any delays or discrepancies with freight forwarders or suppliers.

• Prepare and verify shipping documents (invoice, packing list, BL/AWB, COO, etc.) to ensure compliance with customer and regulatory requirements.

• Coordinate import/export arrangements, including customs clearance and documentation accuracy.

Supplier & Contractor Management

• Maintain an updated database of approved suppliers/contractors, including performance records, pricing history, and service reliability.

• Conduct periodic supplier evaluations and recommend improvements or alternative sources when necessary.

• Build strong working relationships to support long-term procurement and operational needs.

Cost, Budget & Inventory Support

• Review quotations, compare cost structures, and propose the most competitive and suitable options for management approval.

• Monitor stock levels and coordinate replenishment to avoid shortages or overstocking.

• Support budgeting by providing updated cost estimates, delivery forecasts, and procurement reports.

Operational & Administrative Support

• Coordinate with internal departments (operations, finance, warehouse, engineering) to ensure smooth execution of jobs and timely delivery of materials.

• Prepare PO documentation, job files, and procurement reports for management review.

• Ensure all procurement activities comply with company policies, safety requirements, and client specifications.

Traceability, Documentation & Data Control

• Maintain full traceability of procurement, job records, supplier communications, and shipment documentation to support audits, compliance, and operational transparency.

• Ensure accurate recording, filing, and updating of all business documents, including POs, quotations, delivery records, and job sheets.

• Perform routine backups of all business data—both digital and physical—to safeguard information integrity and prevent data loss.

Problem-Solving & Continuous Improvement

• Investigate and resolve issues related to supplier performance, shipment delays, quality discrepancies, or documentation errors.

• Identify opportunities to streamline procurement, logistics, and coordination processes for better efficiency and cost savings.

• Support management in developing SOPs, workflows, and procurement guidelines.