Operations Admin Assistant

Xcel Industrial Supplies Pte Ltd; Singapore; On-site; SGD 30,000 - 42,000; Full time

Job summary

Xcel Industrial Supplies Pte Ltd is seeking a detail-oriented Logistics Administration Support to assist the Logistics Executive with daily delivery planning, DOs, and coordination with warehouse, production and drivers. You will handle heat treatment documentation, maintain records, prepare certificates, and ensure accurate data before submission to customers.

Also support operations, document filing and internal coordination with Sales, Production, and Accounts.

Qualifications

• Minimum GCE ‘O’ Level; Diploma or NITEC in Business, Logistics, or related field is an advantage.
• At least 1–2 years’ experience in administrative, warehouse, or logistics support preferred.
• Proficient in Microsoft Office; knowledge of SAP is an advantage.
• Strong organizational skills, attention to detail, and ability to multi-task.
• Good communication skills and a team player with a proactive attitude.
• Fresh graduates are welcome to apply.

Responsibilities

• Support the Logistics Executive in daily delivery planning and coordination.
• Prepare, update, and file Delivery Orders, job sheets, and related documents.
• Coordinate with warehouse, production, sales, and drivers to ensure accuracy.
• Track delivery status and assist in resolving delivery issues.
• Ensure documents are filed after delivery.
• Assist in heat treatment document preparation and processing.
• Maintain heat treatment records, schedules, and supporting documentation.
• Coordinate to identify and process pallets requiring heat treatment.
• Prepare and issue heat treatment certificates when required.
• Ensure heat treatment information is accurate before submission to customers.
• Support daily operations by updating job and production status.
• Ensure operational instructions are communicated to relevant teams.
• Follow up on missing information, incomplete documents, or approvals.
• Maintain records for operational traceability and audits.
• Support processes such as GRPO, supplier docs, credit notes, and job matching.
• Keep documents organised, scanned, and filed; prepare reports for operations.
• Highlight issues and assist in corrective action; sustain process discipline.
• Liaise with Sales, Production, Warehouse, Logistics, and Accounts.

Skills

Strong organizational skills

Attention to detail

Multi-tasking

Good communication

Team player

Education

Diploma or NITEC in Business/Logistics

Minimum GCE ‘O’ Level

Tools

Microsoft Office (Excel, Word, Outlook)

SAP

Job description

Key Responsibilities

1. Logistics Administration Support

• Support the Logistics Executive in daily delivery planning and coordination
• Prepare, update, and file Delivery Orders, job sheets, and related operational documents
• Coordinate with warehouse, production, sales, and drivers to ensure delivery details are accurate
• Track delivery status and assist in resolving delivery related issues
• Ensure completed documents are returned, checked, and properly filed after delivery

2. Heat Treatment Process Administration

• Assist in preparing and processing heat treatment related documents
• Maintain heat treatment records, schedules, and supporting documentation
• Coordinate internally to ensure pallets requiring heat treatment are properly identified and processed
• Prepare and issue heat treatment certificates when required
• Ensure heat treatment information is accurate before submission to customers or relevant parties

3. Operations Process Coordination

• Support daily operations workflow by updating job status, production status, and delivery readiness
• Assist in checking that operational instructions are properly communicated to the relevant teams
• Follow up on missing information, incomplete documents, or pending approvals
• Help maintain proper records for operational traceability and audit purposes
• Support internal processes such as GRPO, supplier documentation, credit note follow up, and job matching where required

4. Documentation and Filing

• Ensure all operational documents are properly organised, scanned, and filed
• Maintain accurate records for customer orders, production jobs, deliveries, heat treatment, and supporting documents
• Assist in preparing reports for operations, logistics, and management review
• Ensure document accuracy to reduce operational disputes, billing delays, and customer complaints

5. Internal Coordination

• Liaise with Sales, Production, Warehouse, Logistics, and Accounts to ensure smooth job completion
• Follow up with internal departments when information is missing or unclear
• Escalate delays, errors, or process gaps to the Logistics Executive or Operations Manager
• Support the team in improving administrative discipline and operational control

6. Compliance and Process Discipline

• Follow company procedures relating to operations, documentation, safety, and quality
• Support ISO, safety, and audit related documentation where required
• Ensure records are maintained in a proper and traceable manner
• Highlight repeated process issues and assist in corrective action follow up

Requirements

• Minimum GCE ‘O’ Level; Diploma or NITEC in Business, Logistics, or related field is an advantage.
• At least 1–2 years’ experience in administrative, warehouse, or logistics support preferred.
• Proficient in Microsoft Office (Excel, Word, Outlook); knowledge of SAP is an advantage.
• Strong organizational skills, attention to detail, and ability to multi-task.
• Good communication skills and a team player with a proactive attitude.
• Fresh graduates are welcome to apply.