Operations & Documentation Support Executive
Company Overview
We are hiring for a multi-entity trading group operating across electronics, Sony distribution, mobile devices, timber, and FMCG business lines. We are seeking a hands-on and reliable Operations & Documentation Support Executive to support our operations across multiple business entities.
Job Details
- Employment Type: Full-Time, Permanent
- Location: Singapore (Office & Warehouse)
- Working Hours: Monday to Friday, standard office hours
- Reporting To: Senior Management
Role Purpose
This is an additive support role designed to assist three key team members across trade documentation, warehouse administration, banking support, and multi-company documentation. The successful candidate will also step in independently when required, ensuring continuity of operations.
Key Responsibilities
Trade Documentation Support
- Prepare Purchase Orders (PO), Proforma Invoices (PI), Commercial Invoices (CI), and Packing Lists (PL)
- Maintain weekly and monthly stock lists across multiple product lines
- Assist with Sony inbound/outbound cargo documentation and warehouse logs
- Maintain supplier and customer payment records
- Independently manage documentation when required
Warehouse & General Administration
- Support receiving and packing activities when needed
- Scan, file, and maintain company documents across entities
- Maintain Excel registers for operational tracking
- Manage document handling cycles (collection, filing, shredding)
- Oversee pantry supplies, stationery, and general office upkeep
Banking & Financial Support
- Perform banking runs (cheque deposits, document submissions at banks)
- Collect LC documents and update records
- Assist with invoice verification and basic accounts support
Multi-Company Documentation & Filing
- Support documentation across multiple business entities
- Assist with Certificate of Origin (COO) and declaration letters
- Liaise with suppliers, freight agents, and partners
- Follow up on documentation to ensure smooth shipment processes
Candidate Requirements
Essential
- Minimum 2 years of experience in shipping, trade documentation, or operations admin
- Experience with documents such as BL, PO, PI, CI, PL, LC, COO
- Comfortable handling banking-related documentation tasks
- Proficient in Microsoft Excel (tracking, registers, data entry)
- Strong attention to detail and multitasking ability
- Good written and spoken English
- Able to work independently with minimal supervision
Preferred (Good to Have)
- Experience with TradeNet / TRADEWEB (Singapore customs)
- Knowledge of HS Code classification and trade compliance
- Multilingual (Mandarin, Tamil, or Malay) to liaise with the clients
- Experience working across multiple entities
- Exposure to SAP, WMS, or ERP systems
Personal Attributes
- Adaptable and flexible across different tasks and teams
- Reliable and capable of working independently
- Discreet with confidential documents
- Proactive and detail-oriented
- Strong team player
Work Environment
You will work across multiple business lines including electronics, Sony distribution, mobile, timber, and FMCG. This role requires flexibility, as responsibilities vary daily. You will collaborate closely with three team members, each managing different functions.
What We Offer
- Stable, long-term position in an established trading group
- Exposure to multiple industries and business functions
- Hands-on learning in trade, logistics, and finance
- Supportive and collaborative team environment
- Competitive salary based on experience
