Operations & Administrative Support Executive

QAF LIMITED; Singapore; On-site; SGD 36,000 - 48,000; Full time

Job summary

QAF LIMITED is hiring an Operations & Administrative Support Executive in Singapore to be the first point of contact for customers placing daily orders. You will ensure accurate order capture, inventory recording, and timely invoicing to support Shinefoods’ operations and financial reporting.

You will coordinate with warehouse/3PL, handle basic customer enquiries, maintain filing, and assist with AR follow-up and documentation for the Finance Executive.

Qualifications

• Minimum GCE O Level or Diploma.
• 2–3 years in order processing, customer service, or admin roles.
• FMCG/food trading or logistics experience is a plus.
• Familiarity with SAP preferred.
• Proficient in MS Excel and Word.

Responsibilities

• Daily order processing: receive, confirm, and enter orders into the system.
• Inventory recording: track inbound/outbound movements and reconcile with system records.
• Invoicing: prepare and issue accurate customer invoices and supporting docs.
• Customer service: handle routine inquiries and escalate complex issues.
• Administrative support: filing, data entry, and basic documentation.

Skills

Attention to detail

Time management

Communication

Teamwork

Integrity

Education

GCE O Level / Diploma

Tools

SAP

Microsoft Excel

Microsoft Word

Job description

Reporting Relationships

Reports to Senior Business Manager on operational matters and Group Financial Controller on accounting matters.

Job Summary

The Operations & Administrative Support Executive is the first point of contact for customers placing daily orders. This role is responsible for accurate order capture, inventory recording, and invoice preparation for the meat and instant noodle businesses. The role ensures that customer orders are processed promptly and correctly, and that inventory and invoicing records are maintained accurately to support Shinefoods’ operations and financial reporting.

Key Responsibilities

1. Daily Order Processing

• Receive and process customer orders via email, WhatsApp, or other channels
• Confirm product availability, pricing, and delivery schedules with customers
• Enter orders accurately into the company’s order system or spreadsheet
• Coordinate with warehouse/3PL on stock availability and delivery timing
• Issue order confirmations to customers

2. Inventory Recording

• Record daily inventory movements (inbound, outbound, returns, adjustments)
• Maintain up-to-date inventory records for meat and instant noodle products
• Reconcile physical stock record from 3PL with system records periodically
• Flag discrepancies to the Food Supply Operations & Finance Executive

3. Invoicing and Documentation

• Prepare and issue customer invoices accurately and on time
• Ensure invoices match order details, pricing, and delivery confirmations
• Maintain proper filing of invoices, delivery orders, and credit notes
• Assist with accounts receivable follow-up by providing invoice copies and statements to customers as needed

4. Customer Service Support

• Handle basic customer enquiries regarding order status, delivery schedules, and product availability
• Escalate complex issues or complaints to the Food Supply Operations & Finance Executive
• Maintain a professional and responsive relationship with key customer contacts

5. Administrative Support

• Assist with general administrative tasks such as filing, data entry, and document management
• Support the Food Supply Operations & Finance Executive with basic documentation as required

Qualifications and Experience

• Minimum GCE ‘O’ Level, Diploma, or equivalent
• 2 to 3 years of experience in order processing, customer service, or administrative roles
• Experience in FMCG, food trading, or logistics is an advantage
• Familiarity with SAP is preferred
• Proficient in Microsoft Excel and Word

Skills and Competencies

• Attention to detail: High accuracy in order entry, inventory recording, and invoicing
• Time management: Ability to handle multiple orders daily and meet deadlines
• Communication: Clear and professional spoken and written English; Mandarin language will be an advantage for dealing with Chinese-speaking customers.
• Teamwork: Works well with warehouse, 3PL, and finance colleagues
• Integrity: Handles pricing, inventory, and customer data with confidentiality