Operations & Administration Executive

We are seeking a proactive, detail-oriented, and highly organized Operations & Administration Executive to support the daily operations of our wine and spirits trading business. This role is responsible for ensuring accurate operational records, maintaining proper documentation, supporting administrative functions, and coordinating with internal departments and external stakeholders. The ideal candidate should possess strong organizational skills, attention to detail, and the ability to manage multiple tasks in a fast-paced environment.

Key Responsibilities

Daily Operations

• Perform accurate data entry and maintain operational records in the ERP system.
• Ensure all operational transactions are accurately recorded and updated on a timely basis.
• Maintain proper filing and documentation of operational and administrative records.
• Coordinate with internal departments to ensure smooth day-to-day operations.
• Monitor and maintain document accuracy and completeness.
• Provide general administrative support to the Operations team and Management.

Monthly Operations

• Process and reconcile e-commerce platform transactions.
• Assist in monthly reconciliation and operational reporting.
• Collect, organize, file, and maintain bookkeeping and supporting documents.
• Process CEO entertainment and business expense claims.
• Ensure all monthly documentation is properly filed for audit and compliance purposes.

Administration & Compliance

• Maintain accurate records for operational, financial, and compliance documents.
• Liaise with external auditors and provide supporting documents during audit exercises.
• Coordinate with suppliers, service providers, and external business partners on administrative matters.
• Ensure company records are properly maintained in accordance with internal policies.
• Support the implementation and continuous improvement of operational processes and controls.

General Support

• Assist Management with ad hoc projects and administrative assignments.
• Support company events, meetings, and operational initiatives when required.
• Perform any other duties assigned by Management.

Requirements

• Diploma in Business Administration, Operations Management
• Fresh graduates are welcome to apply. Candidates with relevant internship or working experience in operations or administration will have an added advantage.
• Proficient in Microsoft Office applications, especially Microsoft Excel.
• Familiarity with ERP systems (e.g., Kingdee, SAP, NetSuite, or similar) is an advantage.
• Strong attention to detail with excellent accuracy in data processing.
• Good organizational, planning, and time management skills.
• Ability to manage confidential information with professionalism.
• Good communication and interpersonal skills.

Preferred Qualifications

• Experience in the wine & spirits, FMCG, trading, import/export, or distribution industry.
• Experience handling e-commerce operations and transaction reconciliation.
• Experience supporting external audit processes and maintaining compliance documentation.
• Knowledge of inventory and operational workflow processes.