Customer Service, Accounts & Administrative Officer

PTW ASIA PTE. LTD.; Singapore; On-site; SGD 33,000 - 47,000; Full time

Job summary

PTW ASIA PTE. LTD. Mandai Estate is seeking an organised administrator to support customer service, orders, procurement, inventory and project records. You will handle routine inquiries, prepare quotations, order confirmations, invoices and related documents.

You will update ERP/Excel trackers, manage supplier and vendor communications, maintain AR aging, assist payroll-related data and provide general office support. Training will be provided and accuracy is essential.

Qualifications

• Relevant experience in administration, customer service, order processing, inventory or accounts support is preferred, but not essential.
• Comfortable using Microsoft Office; ERP or accounting-system experience is an advantage. Training will be provided.
• Organised and detail-oriented, with good communication skills and the ability to take ownership and work independently.

Responsibilities

• Handle routine customer enquiries and prepare quotations, order confirmations, delivery orders, invoices and related documents.
• Update customer orders, delivery status and project information in the ERP system or Excel trackers.
• Follow up with customers and colleagues for missing information or documents.
• Prepare purchase orders and follow up with local vendors on prices, documents and delivery dates.
• Maintain inventory records, including goods received, issued, returned or transferred, stock balances and item locations.
• Assist with stock counts, investigate differences and maintain proper inventory records.
• Maintain AR ageing and billing records, match customer collections to invoices, and follow up on overdue payments, remittance advice or unmatched receipts.
• Perform a three-way match of supplier invoices against approved purchase orders and goods receipt or delivery documents before submitting them to Finance for AP and payment processing.
• Maintain project records showing billing milestones, amount billed, purchases and costs incurred to date, and follow up on missing documents.
• Maintain and track employee leave application and records
• Prepare the monthly direct labour hours summary by employee and project for payroll and project costing.
• Provide any other general office and administrative support as required.

Job description

Job Location: Mandai Estate

Key Responsibilities

1. Customer Service & Order Administration

• Handle routine customer enquiries and prepare quotations, order confirmations, delivery orders, invoices and related documents.
• Update customer orders, delivery status and project information in the ERP system or Excel trackers.
• Follow up with customers and colleagues for missing information or documents.

2. Purchasing & Inventory

• Prepare purchase orders and follow up with local vendors on prices, documents and delivery dates.
• Maintain inventory records, including goods received, issued, returned or transferred, stock balances and item locations.
• Assist with stock counts, investigate differences and maintain proper inventory records.

3. Accounts & Project Records

• Maintain AR ageing and billing records, match customer collections to invoices, and follow up on overdue payments, remittance advice or unmatched receipts.
• Perform a three-way match of supplier invoices against approved purchase orders and goods receipt or delivery documents before submitting them to Finance for AP and payment processing.
• Maintain project records showing billing milestones, amount billed, purchases and costs incurred to date, and follow up on missing documents.

4. Leave, Payroll & General Administration

• Maintain and track employee leave application and records
• Prepare the monthly direct labour hours summary by employee and project for payroll and project costing.
• Provide any other general office and administrative support as required.

What We Are Looking For

• Relevant experience in administration, customer service, order processing, inventory or accounts support is preferred, but not essential.
• Comfortable using Microsoft Office; ERP or accounting-system experience is an advantage. Training will be provided.
• Organised and detail-oriented, with good communication skills and the ability to take ownership and work independently.