Administrative Assistant

O'Connor's Singapore Pte Ltd; Singapore; On-site; SGD 36,000 - 48,000; Full time

Job summary

O'Connor's Singapore Pte Ltd is seeking an organized administrative coordinator to support logistics, procurement, and clerical tasks. The role involves handling SAP-based GRPO processes, drafting PO/PR, and ensuring accurate invoicing and filing.

Ideal candidates will have GCE O Levels or higher and experience in a construction/building environment, with strong MS Office skills and a proactive, detail-oriented approach.

Qualifications

• Minimum GCE ‘O’ Levels and above.
• Preferably with admin experience in a Construction / Building operating environment.
• Proficient in SAP and Microsoft Office applications.

Responsibilities

• Coordination and processing of incoming shipments.
• Goods receiving (GRPO) in SAP, generate Delivery Order and posting of invoices, and filing thereof.
• Handle clearance of Delivery Orders during month end accounts closing.
• Generating, recording, and filing of Purchase Orders for suppliers, as well as Purchase Requests and Orders for local deliveries and miscellaneous supplies.
• Reconciliation of suppliers’ invoices with Purchase Orders.
• Verification of documents (tax invoice, packing list, delivery order, purchase order etc) received from supplier/manufacturer before submission to Finance.
• Preparation and update of GST import permit summary report.
• Receiving and routing of all in-bound phone calls on the office mainline.
• Perform cover duties in the absence of other Sales Coordinator.
• Participate in annual stock take reconciliation.
• Preparation of outgoing mail.
• Provide general administrative support including purchase of stationery, as well as other ad-hoc duties and responsibilities that may be assigned from time to time.
• Assigning freight forwarders for in-bound shipments and purchase of marine insurance.
• Issuing authorisation letters to shipping company of appointment of freight forwarders.
• Liaise with SETSCO on project site audit, application and filing for DOC and FSC02 documents.
• Any other ad-hoc duties as assigned

Skills

SAP

MS Office

Multitasking

SOP knowledge

Education

GCE O Levels and above

Tools

MS Excel

Job description

Key Responsibilities:

• Coordination and processing of incoming shipments

• Goods receiving (GRPO) in SAP system, generate Delivery Order and posting of invoices, as well as the filing thereof

• Handle clearance of Delivery Orders during month end accounts closing

• Generating, recording, and filing of Purchase Orders for suppliers, as well as Purchase Requests and Orders for local deliveries and miscellaneous supplies

• Reconciliation of suppliers’ invoices with Purchase Orders

• Verification of documents (tax invoice, packing list, delivery order, purchase order etc) received from supplier/manufacturer before submission to Finance

• Preparation and update of GST import permit summary report

• Receiving and routing of all in-bound phone calls on the office mainline

• Perform cover duties in the absence of other Sales Coordinator

• Participate in annual stock take reconciliation

• Preparation of outgoing mail

• Provide general administrative support including purchase of stationery, as well as other ad-hoc duties and responsibilities that may be assigned from time to time

• Assigning freight forwarders for in-bound shipments and purchase of marine insurance

• Issuing authorisation letters to shipping company of appointment of freight forwarders

• Liaise with SETSCO on project site audit, application and filing for DOC and FSC02 documents

• Any other ad-hoc duties as assigned

Competence (Knowledge, Skills and Abilities):

• Knowledge in SAP system

• Knowledge on the relevant Standard Operating Procedures of the Company

• Proficient in the suite of Microsoft Office application

• Ability to multi-task in order to meet objectives within timeline

Requirements:

• Able to deal with routine tasks and may perform tasks with some level of complexity

• Able to solve problems in most cases and within guidelines

• Works independently within guidelines, defined procedures, and direction

Personal Attributes:

• Meticulous with an eye for detail

• Pro-active self-starter

• Prioritize and manage time effectively

Education & Experience:

• Minimum GCE ‘O’ Levels and above

• Preferably with admin experience in a Construction / Building operating environment