Admin Assistant

ANEWTECH SYSTEMS PTE LTD; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

ANEWTECH SYSTEMS PTE LTD in Singapore seeks an organized administrator to support daily operations and end-to-end purchasing functions. You will prepare quotations, process POs/SOs/DOs, liaise with suppliers both locally and overseas, and ensure timely procurement and delivery of materials.

Responsibilities include supplier management, invoicing verification, records maintenance, and coordination with Finance, Sales and Warehouse teams to optimize order flows and compliance.

Responsibilities

• Provide comprehensive administrative support to ensure the smooth day-to-day operations of the company.
• Prepare and process quotations, purchase orders (PO), sales orders (SO), delivery orders (DO) and other business documentation accurately and promptly.
• Source, evaluate and liaise with local and overseas suppliers on pricing, product availability, lead time and delivery schedules.
• Generate purchase orders and monitor order status to ensure timely procurement and delivery of materials.
• Follow up with suppliers on outstanding orders, shipment schedules and delivery commitments.
• Coordinate with freight forwarders, logistics providers and courier companies for local and overseas shipments.
• Verify supplier invoices against purchase orders and delivery documents, and coordinate with the Finance team to resolve discrepancies.
• Maintain accurate purchasing records, supplier databases and administrative documentation in accordance with company procedures.
• Monitor office supplies and operational requirements, ensuring adequate stock levels at all times.
• Handle incoming enquiries, emails, telephone calls and correspondence professionally.
• Coordinate meetings, appointments, travel arrangements and company events where required.
• Maintain proper filing systems for contracts, quotations, procurement records and other business documents.
• Support ISO documentation, internal audits and quality management activities where applicable.
• Assist management with administrative reports, operational documentation and special projects as assigned.
• Work closely with Sales, Product Management, Warehouse and Finance teams to ensure seamless coordination of customer orders and procurement activities.
• Continuously identify opportunities to improve administrative efficiency, purchasing processes and supplier performance.

Job description

Key Responsibilities

Administration, Purchasing & Office Operations

• Provide comprehensive administrative support to ensure the smooth day-to-day operations of the company.
• Prepare and process quotations, purchase orders (PO), sales orders (SO), delivery orders (DO) and other business documentation accurately and promptly.
• Source, evaluate and liaise with local and overseas suppliers on pricing, product availability, lead time and delivery schedules.
• Generate purchase orders and monitor order status to ensure timely procurement and delivery of materials.
• Follow up with suppliers on outstanding orders, shipment schedules and delivery commitments.
• Coordinate with freight forwarders, logistics providers and courier companies for local and overseas shipments.
• Verify supplier invoices against purchase orders and delivery documents, and coordinate with the Finance team to resolve discrepancies.
• Maintain accurate purchasing records, supplier databases and administrative documentation in accordance with company procedures.
• Monitor office supplies and operational requirements, ensuring adequate stock levels at all times.
• Handle incoming enquiries, emails, telephone calls and correspondence professionally.
• Coordinate meetings, appointments, travel arrangements and company events where required.
• Maintain proper filing systems for contracts, quotations, procurement records and other business documents.
• Support ISO documentation, internal audits and quality management activities where applicable.
• Assist management with administrative reports, operational documentation and special projects as assigned.
• Work closely with Sales, Product Management, Warehouse and Finance teams to ensure seamless coordination of customer orders and procurement activities.
• Continuously identify opportunities to improve administrative efficiency, purchasing processes and supplier performance.