Admin

Job Summary

We are seeking a proactive and detail-oriented Administrative Executive to support the daily administrative and operational activities of our shipping and logistics business. The ideal candidate will ensure smooth office operations, maintain accurate documentation, coordinate with internal departments and external stakeholders, and provide administrative support to ensure timely and efficient logistics operations.

Key Responsibilities

• Provide comprehensive administrative support to the operations and management team.
• Prepare, maintain, and organize shipping documents, delivery orders, invoices, purchase orders, and other logistics-related documentation.
• Coordinate with customers, suppliers, freight forwarders, transport providers, shipping lines, and government authorities when required.
• Monitor and update shipment schedules, delivery status, and transportation records.
• Maintain accurate records of inventory, shipments, and administrative documents.
• Handle incoming calls, emails, and correspondence professionally.
• Schedule meetings, prepare reports, and maintain company records and filing systems.
• Assist with data entry, document processing, and report generation.
• Coordinate office supplies, stationery, and general office administration.
• Support invoicing, billing, payment follow-ups, and reconciliation with the finance department.
• Ensure compliance with company policies and industry regulations.
• Assist in preparing operational reports and management presentations.
• Perform other administrative duties assigned by the management.

Requirements

• Diploma or Bachelor's Degree in Business Administration, Logistics, Supply Chain Management, or a related field.
• Minimum 1–3 years of administrative experience, preferably in the shipping, freight forwarding, logistics, or supply chain industry.
• Good understanding of shipping documentation such as Bills of Lading (BL), Delivery Orders (DO), Commercial Invoices, Packing Lists, and Purchase Orders is an advantage.
• Proficient in Microsoft Office (Word, Excel, Outlook, PowerPoint).
• Experience with ERP, logistics management systems, or accounting software will be an added advantage.
• Strong organizational and time management skills.
• Excellent verbal and written communication skills.
• Ability to multitask and work under pressure in a fast-paced environment.
• Strong attention to detail and problem-solving skills.
• Team player with a positive attitude and willingness to learn.

Preferred Skills

• Knowledge of Singapore shipping and logistics procedures.
• Familiarity with customs documentation and import/export processes.
• Ability to coordinate with multiple stakeholders efficiently.
• Strong customer service and interpersonal skills.

Working Hours

• Monday to Friday
• 8:30 AM – 5:30 PM (or as per company policy)