Admin Assistant Ubi | Monday - Friday, 9am - 6pm Permanent Position, work in office Small & Medium Enterprise (Less than 30 employees)
- Salary: SGD 2,200 - 2,500 (commensurate with experience)
Job Summary
We are looking for a responsible and detail-oriented Admin Assistant to support our daily business operations. This role is ideal for candidates with shipping knowledge who enjoy multitasking in a fast-paced environment. Training will be provided for candidates who are keen to learn.
Responsibilities
- Respond to sales enquiries and process customer orders accurately to support sales operations
- Coordinate shipments by preparing and verifying shipping documents such as invoices, packing lists, and bill of lading drafts to ensure smooth delivery
- Communicate effectively with forwarders, customers, and suppliers to resolve shipment-related issues and provide updates
- Issue invoices, purchase orders, sales contracts, and reports to maintain accurate business records
- Maintain and update the customer database to ensure data accuracy and accessibility
- Manage incoming calls, emails, visitors, and courier arrangements to support office communication and logistics
- Prepare and submit expense claims to facilitate timely reimbursement
- Arrange restaurant, flight, and hotel reservations for overseas colleagues and delegates to support business travel needs
- Provide administrative support to daily business operations by organizing tasks and managing documentation
- Perform other ad-hoc duties as assigned to contribute to team objectives
Required competencies and certifications
- Proficient in Microsoft Office applications (Excel, Word, Outlook) to perform administrative and documentation tasks efficiently
- Good command of English and Mandarin (spoken and written) to communicate effectively with customers and colleagues
Preferred competencies and qualifications
- At least 2 years of relevant working experience, especially in shipping or logistics, to handle shipment coordination and documentation confidently
- Ability to start work immediately or within short notice preferred
- Meticulous, organized, and detail-oriented to ensure accuracy in documentation and data management
- Able to multitask and meet tight deadlines in a fast-paced environment
- Independent, responsible, and proactive with a positive attitude and willingness to learn
