Administrative Executive (Operations Support)

KAIMAY TRADING PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A logistics and operations company in Singapore is seeking an operations support specialist to manage documentation, coordinate processes, and ensure compliance with operational standards. Responsibilities include preparing operational documents, coordinating with teams, and performing data entry. The ideal candidate will have a keen attention to detail and organizational skills.

Responsibilities

• Prepare, update, and verify operational documentation.
• Coordinate between office and ground staff for smooth task execution.
• Assist with document preparation for orders and deliveries.
• Perform data entry into operational systems like SAP.
• Maintain accurate records for audit and compliance.

Job description

Key Responsibilities

1. Operations Documentation & Accuracy

Prepare, update, and verify documents related to operational activities.

Check and ensure there are no discrepancies in records, system entries, and supporting documents.

Maintain proper filing and documentation for easy retrieval and audit readiness.

2. Coordination & Process Flow

Coordinate effectively between office and ground staff to ensure smooth execution of tasks.

Follow up on outstanding items and ensure timely closure of operational activities.

Support internal teams with status updates, reports, and exception handling.

3. Order & Delivery Support

Assist in preparing documents for incoming and outgoing orders.

Arrange timely delivery and coordinate with transport partners when needed.

Track delivery status and ensure all required documents are completed accurately.

4. System & Data Management

Perform data entry into SAP/WMS or relevant systems.

Generate routine and ad hoc operational reports.

Highlight discrepancies and irregularities to the respective team for follow-up.

5. Administration & Compliance

Maintain accurate records for audit, billing, and operational compliance.

Support monthly summaries, checklists, and follow-up schedules.

Assist in implementing process controls and ensuring adherence to internal procedures.