Admin Executive

Hsien Shih Logistics Pte Ltd; Singapore; Hybrid; SGD 36,000 - 54,000; Full time

Benefits offered by this job

Hybrid Working Arrangement

Career Development Opportunities

Birthday Leave

Performance Bonus

Job summary

Hsien Shih Logistics Pte Ltd is seeking a proactive Administrative Executive to support Logistics & Supply Chain operations by coordinating shipments, managing documentation, liaising with stakeholders, and ensuring smooth daily operations.

Responsibilities include coordinating inbound and outbound shipments, preparing invoices and packing lists, maintaining accurate records, and providing timely updates to internal teams and customers to ensure reliable service.

Qualifications

• Proficient in MS Office (Excel, Word, Outlook) with good data entry and filing skills.
• Fluent Mandarin Chinese for effective communication with HQ, suppliers and customers.
• Strong organizational and multitasking abilities with attention to detail.
• Excellent problem-solving, decision-making and customer service orientation.

Responsibilities

• Coordinate and manage inbound and outbound shipments to ensure timely delivery and efficient logistics operations.
• Prepare and issue Statements of Account (SOA) to customers and follow up on outstanding payments.
• Plan, schedule, track, and monitor shipments with regular status updates to internal teams and customers.
• Collaborate with suppliers, freight forwarders, warehouse personnel, transport providers, and other stakeholders.
• Maintain logistics documentation including invoices, packing lists, bills of lading, and customs-related documents.
• Inspect incoming goods, identify damaged items, notify relevant departments, and coordinate resolution.
• Monitor routes, optimize delivery schedules, and resolve logistics issues.
• Work with warehouse and operations teams to meet delivery requirements.
• Monitor and manage company email inbox, respond to enquiries promptly.
• Attend to customer enquiries via phone, email, and other channels with timely updates.
• Assist in procurement planning and implement process improvements.
• Maintain vehicle documentation (insurance, road tax, inspections, permits) for regulatory compliance.
• Perform data entry, filing, record keeping, and general administrative duties.
• Ensure compliance with company policies and import/export regulations.
• Perform other duties as assigned by Management.

Skills

Microsoft Office

Mandarin Chinese

Organizational skills

Multitasking

Customer service

Tools

Microsoft Excel

Outlook

Word

Job description

Job Summary

We are seeking a proactive and detail-oriented Administrative Executive to support Logistics & Supply Chain operations by coordinating shipments, managing documentation, liaising with stakeholders, and ensuring smooth daily operations.

Responsibilities

• Coordinate and manage inbound and outbound shipments to ensure timely delivery and efficient logistics operations
• Prepare and issue Statements of Account (SOA) to customers and follow up on outstanding payments to maintain positive customer relationships
• Plan, schedule, track, and monitor shipments while providing regular status updates to internal teams and customers
• Collaborate with suppliers, freight forwarders, warehouse personnel, transport providers, and other stakeholders to ensure seamless supply chain operations
• Prepare and maintain logistics documentation, including invoices, packing lists, bills of lading, delivery orders, and customs-related documents
• Inspect incoming goods upon container arrival, identify damaged or spoiled items, notify relevant departments promptly, and coordinate resolution
• Monitor transportation routes, optimize delivery schedules, and resolve logistics issues such as shipment delays, damaged goods, and inventory discrepancies
• Work closely with warehouse and operations teams to meet customer delivery requirements
• Monitor and manage the company email inbox to ensure timely acknowledgement and response to enquiries, requests, and operational matters
• Attend to customer enquiries via phone, email, and other channels, providing timely updates and professional support
• Assist in procurement planning and implement process improvements to enhance operational efficiency
• Maintain accurate vehicle documentation, including insurance, road tax, inspections, and permits to ensure regulatory compliance
• Perform data entry, filing, record keeping, and general administrative duties to support office operations
• Ensure compliance with company policies, import/export regulations, and logistics procedures
• Perform other duties and ad-hoc assignments as assigned by Management

Requirements

• Proficient in Microsoft Office applications including Excel, Word, and Outlook
• Fluent in spoken and written Chinese (Mandarin) to communicate effectively with China-based headquarters, management, colleagues, suppliers, customers, and other stakeholders
• Strong organizational and multitasking abilities with keen attention to detail
• Good analytical, problem-solving, and decision-making skills
• Ability to prioritize tasks and work independently in a fast-paced environment
• Positive attitude with strong customer service orientation
• Ability to respond promptly to operational issues and collaborate across departments
• Willingness to learn and adapt to new systems, processes, and responsibilities
• Strong desire for continuous learning and professional development

Other Information

Benefits

• Working Hours: Monday to Friday, 9:00 AM - 4:30 PM
• Hybrid Working Arrangement
• Performance Bonus
• Birthday Leave
• Career Development Opportunities
• Supportive and Collaborative Work Environment