Admin Assistant

CHUAN KOK HARDWARE & MACHINERY PTE LTD; Santo Niño 1st; On-site; PHP 1,377,000 - 2,093,000; Full time

Job summary

CHUAN KOK HARDWARE PTE LTD is seeking a Logistics Admin Assistant to join our Kallang Central Region office in Singapore. This full-time role sits at the centre of our order-to-delivery process, supporting the warehouse, sales and accounts teams to ensure goods move accurately and on time.

You will handle documentation, coordination for orders, deliveries and shipments, and provide day-to-day administrative support to keep the office running smoothly.

Qualifications

• Proven experience in logistics/shipping/supply chain admin or similar admin role.
• Proficiency in Autocount or similar ERP/inventory system; MS Office (Excel/Outlook).
• Familiarity with delivery orders, invoices, shipping docs; Singapore TradeNet knowledge is a plus.
• Strong organisational skills with ability to manage multiple orders and deadlines.
• High attention to detail in data entry and document checking.
• Excellent written and verbal English; other languages advantageous.

Responsibilities

• Process sales orders, purchase orders, delivery orders, and invoices in Autocount accurately.
• Plan and schedule daily deliveries and collections; coordinate with drivers, warehouse, and transporters.
• Prepare shipping and trade docs: packing lists, invoices, delivery notes, import/export permits.
• Liaise with freight forwarders, couriers, and suppliers on bookings and status.
• Maintain inventory records; assist with stock-takes and reconcile with system.
• Respond to inquiries on order status, delivery timing, and stock availability.
• Handle returns, exchanges, and delivery discrepancies; maintain related records.

Skills

Logistics management

ERP software (Autocount)

MS Office (Excel/Outlook)

Documentation accuracy

English communication

Independent work

Tools

Autocount

Microsoft Excel

Microsoft Outlook

Job description

About the role

We are seeking an organised and dependable Logistics Admin Assistant to join CHUAN KOK HARDWARE PTE LTD at our Kallang Central Region office. This is a full-time position that sits at the centre of our order-to-delivery process, supporting the warehouse, sales, and accounts teams to ensure goods move accurately and on time. As a Logistics Admin Assistant, you will handle the documentation and coordination behind every order, delivery, and shipment, while also providing day-to-day administrative support to keep the office running smoothly.

Key responsibilities

Logistics & order administration

• Process sales orders, purchase orders, delivery orders, and invoices in Autocount, ensuring accuracy of quantities, pricing, and customer details

• Plan and schedule daily deliveries and collections; coordinate with drivers, warehouse staff, and third-party transporters to meet delivery commitments

• Prepare and check shipping and trade documentation, including packing lists, commercial invoices, delivery notes, and import/export permits or customs declarations where required

• Liaise with freight forwarders, couriers, and suppliers on shipment bookings, tracking, and delivery status; follow up on delays and elevate issues promptly

• Maintain accurate inventory records, assist with stock-takes, and reconcile physical stock against system records

• Track incoming shipments and coordinate goods receipt, inspection, and put-away with the warehouse team

• Respond to customer and sales team enquiries on order status, delivery timing, and stock availability

• Handle returns, exchanges, and delivery discrepancies, and maintain the related records

• Maintain filing and records for all logistics transactions to support audit and compliance requirements

General administration

• Provide administrative support to management and team members, including scheduling, correspondence, and telephone communications

• Assist with financial administration such as matching supplier invoices to delivery orders, preparing expense claims, and supporting payment processing

• Order office and packaging supplies, maintain inventory of consumables, and manage vendor relationships

• Ensure office facilities and equipment are well-maintained

• Maintain confidentiality when handling customer, pricing, and personnel information

• Perform other clerical and administrative duties as assigned

What we're looking for

• Proven experience in logistics, shipping, or supply chain administration, or in an administrative role within a trading, hardware, or distribution business

• Proficiency in Autocount (or a similar ERP/inventory system) and Microsoft Office, particularly Excel and Outlook

• Familiarity with delivery order, invoice, and shipping documentation processes; knowledge of Singapore import/export procedures (e.g. TradeNet permits) is an advantage

• Strong organisational skills with the ability to prioritise and manage multiple orders and deadlines in a fast-paced environment

• High attention to detail and accuracy, especially in data entry and document checking

• Good written and verbal communication skills in English; proficiency in additional languages is advantageous for liaising with suppliers and customers

• Ability to work independently and coordinate effectively with warehouse, sales, and accounts teams

• Professional demeanour with a customer-service mindset and a calm approach to problem-solving

• Discretion and reliability when handling confidential and commercially sensitive information

• Willingness to take on additional responsibilities and support the wider team when needed

What we offer

CHUAN KOK HARDWARE PTE LTD is committed to providing a supportive and professional work environment where employees can thrive. We offer competitive remuneration packages commensurate with experience and qualifications. Our employees enjoy access to standard benefits including statutory contributions and leave entitlements. We believe in investing in the professional development of our team members and provide opportunities for career progression and skills enhancement. We foster a collaborative workplace culture that values hard work, integrity, and continuous improvement. Working with us means being part of an established organisation with a strong reputation in the hardware and machinery industry.

About us

CHUAN KOK HARDWARE PTE LTD is a reputable supplier of quality hardware and machinery products and services. With years of experience in the industry, we have built a strong foundation of trust and excellence with our customers and partners. Our company is dedicated to delivering reliable products, professional service, and value to our clients. We maintain a commitment to operational excellence, customer satisfaction, and ethical business practices. Our team is composed of dedicated professionals who share a passion for delivering quality and maintaining high standards in everything we do.