Admin Executive

Hsien Shih Logistics Pte Ltd; Singapore; Hybrid; SGD 36,000 - 48,000; Full time

Benefits offered by this job

Working Hours: Mon-Fri 9:00 AM – 4:30/

Hybrid Working Arrangement

Performance Bonus

Birthday Leave

Career Development Opportunities

Supportive and Collaborative Work

Job summary

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

The role involves handling SOAs, tracking shipments, collaborating with suppliers and warehouses, maintaining regulatory documents, and responding to inquiries promptly in a fast-paced environment.

Qualifications

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Fluent Mandarin Chinese, both spoken and written, for communication with China-based HQ and stakeholders.
• Strong organizational and multitasking abilities with keen attention to detail.
• Analytical, problem-solving and decision-making skills.
• Ability to prioritize tasks and work independently in a fast-paced environment.

Responsibilities

• Coordinate 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 teams and customers.
• Collaborate with suppliers, freight forwarders, warehouse personnel, and transport providers to ensure seamless operations.
• Prepare and maintain logistics documentation (invoices, packing lists, bills of lading, delivery orders, customs documents).
• Inspect incoming goods on container arrival, identify damages, and coordinate resolutions with relevant departments.
• Monitor routes, optimize delivery schedules, and resolve logistics issues like delays or discrepancies.
• Work with warehouse and operations to meet customer delivery requirements.
• Monitor and manage company email inbox and respond to inquiries and operational matters timely.
• Attend to customer inquiries via phone, email, and other channels with professional support.
• Assist in procurement planning and implement process improvements to boost efficiency.
• Maintain vehicle documentation (insurance, road tax, inspections, permits) for regulatory compliance.
• Data entry, filing, record keeping, and general admin duties to support office operations.
• Ensure compliance with company policies, import/export regulations, and logistics procedures.
• Performs other duties and ad-hoc assignments as assigned by Management.

Skills

Mandarin Chinese (fluent)

Organizational skills

Multitasking

Analytical thinking

Problem-solving

Customer service orientation

Prioritization

Willingness to learn

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

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