Accounts/Admin Manager

3N PHARMA TRADING PTE. LTD.; Singapore; On-site; SGD 36,000 - 47,000; Full time

Job summary

3N PHARMA TRADING PTE. LTD. is seeking an Administrative Assistant to oversee the administrative and documentation processes supporting pharma import/export activities.

The role requires a detail-oriented professional who coordinates with suppliers, customers, and financial institutions. Responsibilities include managing contracts and shipping docs, ensuring regulatory compliance, and liaising with banks on Letters of Credit.

Qualifications

• Diploma in Business Administration, Supply Chain, or a related field.
• At least 1 year of relevant admin or documentation experience, preferably in pharmaceutical or trading.
• Knowledge of shipping documents and banking requirements for trade finance.
• Excellent organizational skills and attention to detail.
• Proficiency with MS Office and ERP or trade documentation systems.
• Strong communication and interpersonal skills.
• Ability to work independently in a fast-paced environment.

Responsibilities

• Prepare, review, and manage contracts, invoices, and packing lists for import and export transactions.
• Ensure all shipping and trade documents comply with regulatory requirements and align with bank standards.
• Liaise with banks on documentation requirements for Letters of Credit and other trade finance matters.
• Coordinate with suppliers, freight forwarders, and customers to ensure timely submission of shipping documents.
• Maintain documentation records and filing systems to support audits and internal controls.
• Work with procurement, sales, and finance teams to align on documentation needs.
• Monitor deadlines, track document progress, and resolve discrepancies with stakeholders.
• Support management with periodic administrative and compliance reports.

Skills

Organization

Communication

Interpersonal skills

Cross-functional collaboration

Education

Diploma in Business Administration

Diploma in Supply Chain

Tools

MS Office Suite

ERP systems

Job description

We are seeking an experienced Administrative Assistant to join our team and oversee the administrative and documentation processes supporting the import-export of pharmaceutical products. The role requires a detail-oriented professional with strong organizational skills who can ensure smooth coordination between suppliers, customers, and financial institutions.

Key Responsibilities

• Prepare, review, and manage contracts, invoices, and packing lists for import and export transactions.
• Ensure all shipping and trade documents comply with regulatory requirements and align with bank standards for suppliers and customers.
• Liaise with banks on documentation requirements for Letters of Credit and other trade finance matters.
• Coordinate closely with suppliers, freight forwarders, and customers to ensure timely and accurate submission of shipping documents.
• Maintain proper documentation records and filing systems to support audits, compliance, and internal controls.
• Work with internal teams (procurement, sales, finance) to ensure smooth workflow and alignment on documentation needs.
• Monitor deadlines, track document progress, and proactively resolve discrepancies or issues with stakeholders.
• Support management with periodic administrative and compliance reports.

Requirements

• Diploma in Business Administration, Supply Chain, or a related field.
• At least 1 year of relevant experience in administrative or documentation management, preferably in the pharmaceutical or trading industry.
• Strong knowledge of shipping documents (commercial invoices, packing lists, bills of lading, certificates of origin, etc.) and banking requirements for trade finance.
• Excellent organizational skills, attention to detail, and ability to manage multiple tasks under tight deadlines.
• Proficiency in MS Office Suite and experience with ERP or trade documentation systems.
• Strong communication and interpersonal skills to liaise effectively with banks, suppliers, and customers.
• Ability to work independently while supporting cross-functional teams in a fast-paced environment.