Admin Assistant

UNIVERSAL (FAR EAST) PTE. LTD.; Singapore; On-site; SGD 30,000 - 45,000; Full time

Job summary

A leading logistics company based in Singapore is seeking a detail-oriented administrative professional to handle shipping documentation, collaborate with vendors, and maintain operational records. The ideal candidate holds a Diploma in Business Administration or Aviation and has experience in administrative or purchasing environments. Strong communication skills in English and Mandarin are essential for engaging with clients and vendors. This role offers an opportunity to work in a dynamic team focused on efficient operations.

Qualifications

• Fresh or 1-2 years of relevant experience in administrative or purchasing roles.
• Regular communication in English and Mandarin with clients and vendors.

Responsibilities

• Prepare shipping documents (DO, Invoice & packing list).
• Work closely with customers, vendors, agents, and forwarders.
• Collaborate with finance on collection of payment.
• Ensure accurate data entry and proper filing of documents.
• Prepare monthly sales reports and commissions.
• Maintain customer and vendor databases.
• Process quotations, ITQ/RFQ, and supporting documents.
• Raise purchase requisitions and ensure timely processing of orders.
• Maintain accurate purchasing records and compliance.
• Match supplier's invoices with supporting documents.
• Provide administrative support including receiving visitors and setting up presentations.
• Perform any ad hoc work duties as assigned.

Skills

Proficiency with Microsoft Office (Word, Excel, Outlook & PowerPoint)

Good communication skills

Negotiation skills (written and verbal)

Ability to work independently

Teamwork skills

Education

Diploma in Business Administration/Aviation

Job description

Duties & Responsibilities

• Prepare shipping documents (DO, Invoice & packing list).
• Work closely with customers, vendors, agent and forwarder on shipment and delivery.
• Collaborate with finance and operations on the collection of payment.
• Ensuring accurate data entry into excel system and proper filing of documents.Ensure timely submission of weekly reports from operations.
• Prepare monthly sales reports and commissions.
• Update and maintain customer and vendor databases.
• To process quotations, ITQ/RFQ and supporting documents for submission.
• Raise purchase requisition from NetSuite and ensuring purchase orders are processed timely and accurately.
• Maintaining accurate purchasing records and ensuring compliance with company procedures and policies.
• Matching of supplier's invoices with supporting documents such as Sales Order & Delivery Order.
• Provide administrative support including receiving visitors, setting up presentations.
• Perform any other ad hoc work duties as assigned from time to time.

Job Requirements

• At least Diploma in Business Administration/Aviation.
• Fresh or 1-2 years of relevant experience in an administrative, purchasing and Aerospace.
• Proficiency with Microsoft Office (Word, Excel, Outlook & PowerPoint).
• Good communication skills, negotiation skills (written and verbal).
• Independent and able to work in a fast-paced environment and as part of a team.
• This requirement is due to regular communication in English- and Mandarin-speaking clients and vendors.