Admin Executive

GUOXIN MANUFACTURING PTE. LTD.; Singapore; On-site; SGD 22,000 - 39,000; Full time

Job summary

GUOXIN MANUFACTURING PTE. LTD. is seeking an Administrative Executive to provide comprehensive admin support for daily operations in a manufacturing environment, including invoicing, documentation, and cross-department coordination.

You will maintain records, assist in reports, manage office supplies, and help coordinate meetings, travel, and onboarding, while upholding accuracy and efficiency in a busy Tampines North office.

Qualifications

• Diploma/NITEC/Bachelor degree in business or related field.
• 1–3 years in administration, invoicing, or office support.
• Fresh graduates with relevant internships may be considered.

Responsibilities

• Provide general administrative support to management and departments.
• Handle correspondence, filing, document control, and record maintenance.
• Maintain office supplies and coordinate procurement when required.
• Coordinate meetings, appointments, and travel arrangements as needed.
• Assist in preparing reports, presentations, and company documentation.
• Handle calls, emails, and visitor inquiries professionally.
• Prepare and issue customer invoices; verify supporting documents.
• Monitor invoice status and liaise with customers and internal teams.
• Maintain organized filing systems for administrative, operational, and financial documents.

Skills

Organizational skills

Multitasking

Communication

Data entry accuracy

Education

Diploma / NITEC / Bachelor's in Business Administration, Accounting, Office Management, or related

Tools

SAP

Oracle

Microsoft Dynamics

Job description

Department: Administration, Ops & Finance

Reports To: Administration Manager / Finance Manager / Operations Manager

Location: Tampines North

Job Summary

The Administrative Executive is responsible for providing administrative support to ensure the smooth operation of the company's daily activities. The role includes handling invoicing processes, maintaining documentation, coordinating office administration, supporting various departments with ad hoc tasks, and ensuring accurate record keeping. The ideal candidate should be organized, detail-oriented, and capable of managing multiple responsibilities in a manufacturing environment.

Key Responsibilities

Administrative Support

• Provide general administrative support to management and various departments.
• Handle correspondence, filing, document control, and record maintenance.
• Maintain office supplies inventory and coordinate procurement when required.
• Coordinate meetings, appointments, and travel arrangements as needed.
• Assist in preparing reports, presentations, and company documentation.
• Handle incoming phone calls, emails, and visitor inquiries professionally.

Invoicing & Documentation

• Prepare and issue customer invoices accurately and promptly.
• Verify supporting documents such as purchase orders, delivery orders, and job completion records before invoicing.
• Monitor invoice status and maintain proper invoicing records.
• Liaise with customers and internal departments regarding invoice-related matters.
• Assist in maintaining accounts receivable records and follow up on outstanding documents when required.
• Ensure all invoicing activities comply with company procedures and policies.

Records Management

• Maintain organized filing systems for administrative, operational, and financial documents.
• Ensure proper storage and retrieval of company records.
• Support document archiving and retention activities.

Coordination & Support

• Coordinate with Production, Warehouse, Purchasing, and Finance departments on administrative matters.
• Assist in monitoring and updating company databases, ERP systems, or tracking spreadsheets.
• Support onboarding activities for new employees when required.
• Assist in organizing company events, training sessions, and staff activities.

Ad Hoc Duties

• Perform ad hoc administrative assignments as directed by management.
• Assist in process improvement initiatives to enhance administrative efficiency.
• Support special projects and operational activities as required.

Requirements

Education

• Diploma, NITEC, Higher NITEC, or Bachelor's Degree in Business Administration, Accounting, Office Management, or a related field.

Experience

• 1 to 3 years of experience in administration, invoicing, or office support functions.
• Experience in a manufacturing environment is an advantage.
• Fresh graduates with relevant internship experience may be considered.

Technical Skills

• Proficient in Microsoft Office applications, especially Excel, Word, and Outlook.
• Experience using ERP systems, accounting software, or invoicing systems is preferred.
• Good data entry and document management skills.
• Basic understanding of invoicing and administrative procedures.

Soft Skills

• Strong organizational and multitasking abilities.
• Good communication and interpersonal skills.
• High level of accuracy and attention to detail.
• Ability to work independently and meet deadlines.
• Positive attitude and willingness to take on ad hoc responsibilities.

Key Performance Indicators (KPIs)

• Accuracy and timeliness of invoice processing.
• Administrative task completion within deadlines.
• Document filing and record maintenance accuracy.
• Response time to internal and external requests.
• Compliance with company administrative procedures.
• Support effectiveness for cross-functional departments.

Preferred Qualifications

• Experience with SAP, Oracle, Microsoft Dynamics, or other ERP systems.
• Basic accounting or bookkeeping knowledge.
• Prior experience in manufacturing, logistics, or industrial sectors.

Employment Details

• Employment Type: Full-Time
• Working Hours: Mon-Fri 0830 to 1730, Sat 0830 to 1230
• Salary Range: 2,000 to 3,500