Operations Assistant

INDIBA Asia Pte Ltd; Singapore; On-site; SGD 27,000 - 36,000; Full time

Job summary

INDIBA Asia Pte Ltd is seeking an Operations Assistant to support daily operations, including order processing, procurement coordination, logistics arrangements, and shipment documentation. This role interacts with internal teams, suppliers, freight forwarders, and external stakeholders to ensure timely delivery and accurate records.

The ideal candidate will have 1–2 years in operations or logistics, strong organizational skills, and hands-on knowledge of procurement and inbound logistics.

Qualifications

• Minimum GCE O’ Level or Diploma with relevant working experience.
• 1–2 years of experience in operations, logistics, procurement, supply chain, or order management.
• Proficient in Microsoft Word, Excel, and MYOB.
• Able to work independently with minimal supervision.
• Detail-oriented with strong accuracy and organizational skills.
• Able to multitask, work under pressure, and meet deadlines in a fast-paced environment.
• Good communication and coordination skills with internal and external stakeholders.

Responsibilities

• Manage and monitor customer orders to ensure smooth processing and timely fulfilment.
• Generate invoices for local and overseas customers accurately and promptly.
• Follow up on shipment preparation and provide timely status updates to relevant stakeholders.
• Handle and prepare activation codes for machines for stakeholders.
• Coordinate with internal departments, suppliers, freight forwarders, and external parties regarding import and export arrangements.
• Liaise with logistics vendors and freight forwarding companies to obtain competitive shipping quotations and ensure timely delivery schedules.
• Support procurement activities, including supplier communication, purchase order coordination, delivery follow-up, and cost tracking.
• Monitor inbound shipment schedules and coordinate closely with suppliers and logistics partners to ensure timely cargo arrival and clearance.
• Assist the finance team during audits by ensuring supporting documents and operational records are properly maintained and filed.
• Prepare weekly sales and operational reports for management review.
• Perform ad-hoc operational and administrative duties as assigned.
• Prepare and organize shipping and customs clearance documents required for import/export activities.
• Coordinate inbound logistics arrangements and monitor incoming shipments to ensure smooth delivery and warehouse receiving processes.
• Track shipment status and resolve logistics-related issues in a timely manner.
• Assist in warehouse inventory audits and stock-taking activities.
• Ensure proper documentation and record-keeping for inventory movement, procurement records, and shipment activities.

Skills

Procurement processes

Inbound logistics coordination

Microsoft Word

Microsoft Excel

MYOB

Multitasking

Communication skills

Attention to detail

Education

GCE O’ Level or Diploma

Diploma

Job description

Job Summary

The Operations Assistant is responsible for supporting daily operational activities, including order processing, procurement coordination, logistics arrangements, shipment documentation, and inventory support. This role works closely with internal departments, suppliers, freight forwarders, and external stakeholders to ensure smooth operational flow, timely delivery coordination, and accurate record-keeping.

The ideal candidate should possess strong organizational and coordination skills, attention to detail, and hands‑on knowledge of procurement processes and inbound logistics operations, including shipment tracking, supplier coordination, and import/export documentation management..

Key Responsibilities

Order Processing & Operational Support

• Manage and monitor customer orders to ensure smooth processing and timely fulfilment.
• Generate invoices for local and overseas customers accurately and promptly.
• Follow up on shipment preparation and provide timely status updates to relevant stakeholders.
• Handle and prepare activation codes for machines for stakeholders.
• Coordinate with internal departments, suppliers, freight forwarders, and external parties regarding import and export arrangements.
• Liaise with logistics vendors and freight forwarding companies to obtain competitive shipping quotations and ensure timely delivery schedules.
• Support procurement activities, including supplier communication, purchase order coordination, delivery follow-up, and cost tracking.
• Monitor inbound shipment schedules and coordinate closely with suppliers and logistics partners to ensure timely cargo arrival and clearance.
• Assist the finance team during audits by ensuring supporting documents and operational records are properly maintained and filed.
• Prepare weekly sales and operational reports for management review.
• Perform ad-hoc operational and administrative duties as assigned.

Logistics & Inventory Support

• Prepare and organize shipping and customs clearance documents required for import/export activities.
• Coordinate inbound logistics arrangements and monitor incoming shipments to ensure smooth delivery and warehouse receiving processes.
• Track shipment status and resolve logistics-related issues in a timely manner.
• Assist in warehouse inventory audits and stock-taking activities.
• Ensure proper documentation and record-keeping for inventory movement, procurement records, and shipment activities.

Requirements

• Minimum GCE O’ Level or Diploma with relevant working experience.
• 1–2 years of experience in operations, logistics, procurement, supply chain, or order management.
• Strong knowledge in procurement processes and inbound logistics coordination is required.
• Experience in invoice management and shipping documentation is preferred.
• Knowledge of import/export shipping clearance and international shipping regulations will be an advantage.
• Proficient in Microsoft Word, Excel, and MYOB.
• Able to work independently with minimal supervision.
• Detail-oriented with strong accuracy and organizational skills.
• Able to multitask, work under pressure, and meet deadlines in a fast-paced environment.
• Good communication and coordination skills with internal and external stakeholders.

Preferred Attributes

• Proactive and able to work independently with minimal supervision.
• Strong coordination and communication skills when managing suppliers, logistics vendors, and internal stakeholders.
• Detail-oriented with strong accuracy in handling operational documentation and records.
• Strong knowledge and hands‑on experience in procurement coordination and inbound logistics processes.
• Able to multitask and prioritize effectively in a fast-paced environment.
• Strong sense of responsibility, urgency, and problem‑solving skills.

Employment Type

Full-Time