Admin Executive

AISEARCH PTE. LTD.; Singapore; On-site; SGD 42,000 - 54,000; Full time

Job summary

AISEARCH PTE. LTD. is seeking an organized Order & E-Commerce Coordinator to process daily orders, verify payments, and coordinate delivery schedules.

You will monitor stock levels, manage procurement, liaise with warehouse, sales and accounts, handle registrations for safety/compliance, and answer client inquiries by email, chat, or phone. This role requires 1–2 years of relevant experience and proficiency with Excel and ERP/e-commerce tools.

Qualifications

• 1–2 years of administrative, sales coordination or operations experience.
• Proficient in Microsoft Excel and familiar with ERP or e-commerce inventory tools.
• Strong organizational, detail-oriented, multitasking and communication skills.

Responsibilities

• Process daily orders from retail, wholesale, or online platforms and verify payment statuses.
• Monitor stock levels, update product listings, track replenishment needs and raise purchase orders.
• Handle data entry, check invoices, report financial discrepancies and maintain filing systems.
• Liaise between warehouse, purchasing, production, sales and accounts to resolve fulfillment or delivery issues.
• Track staff certifications such as Food Hygiene Certification (FHC) and Workplace Safety and Health (WSH) requirements, or support HACCP standards.
• Answer client inquiries via email, WhatsApp, or phone regarding products, orders, or feedback.

Skills

Organizational skills

Attention to detail

Multitasking

Communication skills

Experience in admin/sales coordination

Tools

Excel

ERP software

Shopify/Shopee tools

Job description

Order & E-Commerce Management:

Process daily orders from retail, wholesale, or online platforms (Shopee, Shopify, supplier portals), verify payment statuses, and coordinate delivery schedules.

Inventory & Procurement:

Monitor stock levels, update product listings, track replenishment needs, and raise purchase orders with suppliers.

Documentation & Finance:

Handle data entry, check invoices, report financial discrepancies, and maintain accurate electronic and physical filing systems.

Cross-Department Coordination:

Liaise between the warehouse, purchasing, production, sales, and accounts teams to resolve fulfilment or delivery issues.

Compliance & Safety:

Track staff certifications such as Food Hygiene Certification (FHC) and Workplace Safety and Health (WSH) requirements, or support HACCP standards.

Customer Service:

Answer client inquiries via email, WhatsApp, or phone regarding products, order changes, or feedback.

Requirements & Qualifications

• Experience: 1 to 2 years of relevant administrative, sales coordination, or operations experience; prior exposure to the F&B or food manufacturing sector is an advantage.
• Technical Skills: Computer literate with strong proficiency in Microsoft Office (specifically Excel for inventory and reporting) and familiarity with ERP or e-commerce inventory tools.
• Soft Skills: Strong organizational skills, attention to detail, ability to multitask in a fast-paced environment, and good communication skills.