Operations & Admin Officer (with Accounts & Marketing support)

HAI LEE SEAFOOD TRADING CO; Singapore; Hybrid; SGD 42,000 - 65,000; Full time

Job summary

Hai Lee Seafood Trading Co. seeks a proactive operations and admin professional to join its tight-knit team in Singapore. You will manage office operations, perform basic bookkeeping, support B2B sales/marketing, and coordinate with logistics and processing teams to ensure timely deliveries.

The role blends admin, accounting, and marketing tasks in a dynamic seafood environment. Prior experience in wholesale or cold-chain is valued; early starts (5am) and Saturday work are required.

Qualifications

• 4+ years in administrative, accounting, or operations roles.
• Experience in food manufacturing, wholesale, or cold chain logistics is a plus.

Responsibilities

• Handle daily office operations and basic bookkeeping; support B2B sales/marketing.
• Coordinate with logistics and processing teams to ensure smooth daily deliveries.
• Manage invoices, DOs, credit notes, and daily cash/cheque/PayNow collections.

Skills

Communication

Attention to detail

Multitasking

Team coordination

Adaptability

Education

Diploma in Business Administration

O-Level / ITE

Tools

Autocount

Microsoft Excel

Canva

Job description

We are a growing SME in the seafood wholesale and processing industry looking for a versatile, organized, and proactive professional to join our tight-knit team. Because we operate in a fast-moving fresh and frozen food environment, this hybrid role is perfect for someone who thrives on variety, loves multitasking, and wants to learn the ins and outs of the food supply chain.

You will manage daily office operations, handle basic bookkeeping, support our B2B sales/marketing efforts, and coordinate closely with our logistics and processing teams to ensure smooth daily deliveries.

Key Responsibilities

1. Operations & General Admin (40%)

• Order Management: Process daily incoming orders from restaurants, hawkers, etc via WhatsApp, email, or phone.
• Logistics Coordination: Coordinate with processing floor supervisors and delivery drivers to ensure orders are packed accurately and dispatched on time.
• Compliance & Licensing: Assist in maintaining food safety documentation, traceability records, and licensing requirements (e.g., SFA regulations).
• Office Management: Manage office supplies, handle incoming calls, and maintain physical and digital filing systems.

2. Basic Accounts & Bookkeeping (40%)

• Invoicing: Generate invoices, delivery orders (DO), and credit notes accurately.
• Accounts Receivable: Follow up with B2B clients on outstanding payments and reconcile daily cash/cheque/PayNow collections.
• Accounts Payable: Verify supplier invoices against receiving logs and prepare payment vouchers.
• Data Entry: Key in daily financial transactions into our accounting software (Autocount)

3. Marketing, Brand Awareness & Client Relations (20%)

• Digital Content: Create and update our digital platforms (Ecommerce Site, Facebook, Shopee, etc) with fresh arrivals, seasonal catches, and promotional deals.
• Customer Communication: Send out price lists, product catalogues, and promotional blasts to existing and prospective wholesale clients.
• Market Support: Gather feedback from clients and assist in preparing simple sales presentations or flyers/ catalogues for new product launches.

Job Requirements

• Experience: At least 4 years of experience in administrative, accounting, or operations roles. Experience in food manufacturing, wholesale, or cold chain logistics is a huge plus.
• Education: Minimum O-Level / ITE / Diploma in Business Administration, Accountancy, Marketing, or a related field.
• Skills:
• Proficient in Microsoft Excel (for tracking inventory and prices).
• Familiarity with basic accounting software (Autocount).
• Basic graphic design skills (e.g., Canva) for simple social media posts are highly desirable.
• Attributes:
• Comfortable working in a fast-paced seafood processing environment (office-based, but requires occasional communication with the cold room/floor staff).
• Excellent communication skills to liaise with diverse suppliers, drivers, and customers.
• Strong attention to detail (crucial for accurate invoicing and order picking).
• Others
• Able to start work early. 5am to 4pm. Mondays to Saturdays.