Job Description

1. Sales Support

Issue Purchase Orders(PO), Sales Orders (SO), Delivery Orders (DO), and Invoices accurately via the Globe3 ERP system or manual documentation as required
Track signed Delivery Orders (DOs) to ensure accurate and timely billing execution
Maintain and update sales, delivery, and inventory movement records across all operational channels
Manage and maintain product listings in GoListid platforms (handling purchase, sales, andpost-inspection status updates)
Prepare required inspection checklists and supporting documentation prior to dispatch or receiving
Coordinate scheduling for deliveries, collections, and physical inspections with the Operations team
Handle routine administrative communications with customers and suppliers regarding orders, dispatches, and invoicing via email and WhatsApp
Route incoming sales leads, platform inquiries, and general messaging directly to the appropriate Sales team members
Prepare and dispatch commercial and operational documentation as required
Maintain operational project updates and workflow tracking on internal management platforms (e.g., Basecamp, Bonfire)
Record minutes during weekly operations/sales meetings and post concise summary updates for team alignment
Maintain precise hard copy and digital file structures across Google Drive and Globe3 to ensure total audit readiness
Monitor documentation workflows to verify that all commercial interactions are fully logged and compliant with internal standards
Perform ad hoc duties as assigned

2. Local Shipment Coordination

Work closely with the Logistics team to obtain and monitor all required shipping documents for import shipments, ensuring documentation is complete prior to vessel arrival
Review shipment details and obtain the necessary internal approvals before submitting approved payment requests to the Finance team for processing
Draft, review, and issue official Letters of Authorisation (LOA) to support daily operational workflows
Coordinate with local shipping agents, transporters, and relevant stakeholders to facilitate import clearance, cargo collection, and delivery arrangements
Liaise with the Sales/Operations team to confirm the appointed transporter, delivery schedules, and delivery destinations for incoming goods
Support logistics documentation and shipment coordination from Singapore port clearance through to final delivery at the customer site

3. Office Administration & Reception (Shared Responsibilities)

Handle daily front desk duties, including answering calls, greeting visitors, and receiving couriers
Record meeting room bookings, and keep meeting rooms neat and well-prepared for external meetings (including welcoming guests and serving drinks)
Assist with replenishment of office and pantry supplies
Regularly check the mailbox, collect incoming mail, and distribute accordingly
Manage seasonal and festive gifting programs, handling vendor coordination, inventory, and distribution
Assist HR with companyevents / activities and general office administration
Perform ad-hoc duties as assigned

Job Requirements

Minimum O Level / A Level / ITE / Diploma or equivalent
Minimum 1 year of experience in sales admin, logistics support, or a related role
Proficient in Google Workspace and Microsoft Office
Experience with ERP systems (Globe3) and in-house sales tracking tools is highly preferred
Familiarity with project management tools like Basecamp (for documentation and meeting minutes) is a plus
Comfortable coordinating with multiple internal and external parties (Sales, Logistics, Finance, Operations, and Shipping partners)
Strong organisational skills, keen attention to detail, and a professional communication style
Able to work independently, prioritise tasks, and thrive in a fast-paced environment

We regret to inform you that only shortlisted candidates will be contacted.

Sales Support cum Office Admin