Admin Assistent

Job Description

• Manage the end-to-end shipment process, including warehouse readiness, packing verification, and shipment arrangement.
• Liaise with warehouse team to confirm shipment feasibility, packing configuration, and cargo readiness prior to booking.
• Arrange and coordinate freight bookings (sea &air) and monitor shipment schedules (ETD/ETA).
• Work closely with forwarders, warehouse, and internal teams to ensure smooth logistics execution.
• Prepare and handle shipping and customs documentation(e.g. invoices, packing lists, supporting documents).
• Ensure all documentation is accurate, complete, and compliant with requirements.
• Manage the full invoice processing cycle, including preparation and verification
• Process and track invoices using Bill One system
• Maintain and update data in internal systems such asAS400 and EDI, ensuring data accuracy.
• Support and maintain Purchase Order (PO) records, including basic tracking and documentation.
• Consolidate and maintain daily packing lists and related operational records.
• Ensure packing details are aligned with actual shipment arrangements.
• Prepare and submit daily reports and month-end reports with accurate data.
• Maintain proper records to ensure data consistency and traceability.
• Monitor shipment status and handle operational issues(e.g. delays, documentation discrepancies).
• Coordinate with relevant parties to resolve issues and ensure timely execution.

Requirements & Competencies

• Minimum GCE O'Level qualification or equivalent.
• Able to multitask and work efficiently in a fast-pacedenvironment with attention to detail
• Experience in administration or operations
• Good communication and interpersonal skills
• Proficient in MS Office and office management tools
• Proficient in order processing systems or software