Working Location: 18 Jalan Besut (West of Singapore)
Time: Monday to Friday 9am to 7pm (1 hour of lunch break & 15min of short break)
The Operations Assistant provides administrative and operational support across sales, logistics, and accounts receivable & payable functions. This role ensures smooth coordination of daily operations, accurate documentation, timely invoicing, and effective follow-up on customer payments.
Job Responsibilities
Operations & Administrative Support
- Perform general administrative tasks such as data entry, filing, photocopying, and document updates.
- Handle sales inquiries and quotations from customers
- Handle pre and post sales enquiries from customers
- Assist in processing and coordinating orders for timely and accurate delivery.
- Retrieve pick lists and delivery orders
- Arrange and track delivery of products from overseas and local warehouse to customers location.
- Ensure physical stock and delivery documentation match before updating inventory records.
- Coordinate with warehouse and logistics teams to ensure smooth order fulfilment and documentation flow.
- Provide support to internal departments on order status and other operational matters.
- Responsible for daily operational purchasing needs such as planning, issuing and following up on Purchase Orders delivery and shipments schedules
Accounts Receivable & Payable Support
- Handle full AR functions, including posting entries and issuing invoices and statements.
- Prepare and submit e-invoices on customer portals reconcile discrepancies when needed.
- Monitor accounts for non-payments or irregularities and ensure timely posting of receipts.
- Follow up with customers on collections, respond to queries, and reconcile accounts.
- Negotiate with customers on overdue payments or disputes.Verify daily cash and cheque collections for settlement with drivers.
- Track post-dated cheques and maintain records of bankable cheques.
- Generate cheque lists and prepare daily settlement tabulations (cash and cheque).
- Organize and maintain AR records, including invoices, receipts, and deposits.
- Assist in credit reviews for new customer accounts and support credit revision processes.
- Process vend invoices, staff claims, and other payables in a timely and accurate manner.
- Prepare and execute payment runs (e.g., GIRO, cheques, online banking) for local and international vendors.
- Undertake any other duties in relation to your job scope, as assigned by your superior from time to time.
Job Requirements
- Proficient in Microsoft Office, especially Excel and Word.
- Strong organizational skills with attention to detail and accuracy.
- Good communication and interpersonal skills.
- Friendly and team-oriented with the ability to work under pressure.
- Able to multitask and adapt in fast-paced environment.
