Operations Liaison Assistant

YES NATURAL TRADING PTE. LTD.; Serangoon Garden Circus; On-site; SGD 20,000 - 60,000; Full time

Job summary

A trading company in Singapore is seeking an Operations Liaison Assistant to support the logistics and E-Commerce functions. The role involves tracking shipments, managing documentation, and coordinating with suppliers. Successful candidates will demonstrate strong organizational skills and experience in operations. This position is critical for ensuring inventory availability for online sales and requires collaboration across teams.

Qualifications

• Proven experience in logistics or operations support.
• Strong organizational skills and attention to detail.
• Ability to work collaboratively with cross-functional teams.

Responsibilities

• Track international inbound shipments and provide updates.
• Prepare and organize all import-related documents.
• Coordinate with clearing agents for timely customs clearance.
• Reconcile inventory counts with online platforms.
• Liaise with E-Commerce team for order fulfillment.
• Process returns and document exchanges.

Skills

Shipment Tracking

Documentation Management

Customs Coordination

Supplier Communication

Inventory Reconciliation

Order Fulfillment

E-Commerce Support

Job description

1. Job Summary

The Operations Liaison Assistant plays a critical supportive role, acting as the administrative and communication bridge between the company's import/logistics function and the rapidly growing E-Commerce sales channel. This role ensures a smooth flow of inventory from international suppliers to the warehouse and its availability for online sales, minimizing delays and maintaining accurate stock levels.

2. Key Responsibilities

A. Logistics and Import Coordination

• Shipment Tracking: Track international inbound shipments of food items from overseas suppliers, providing real-time status updates to the Operations and Sales teams.
• Documentation Management: Prepare, verify, and organize all import-related documents, including Commercial Invoices, Packing Lists, Bills of Lading, and Certificates of Origin.
• Customs Liaison: Coordinate with clearing agents and freight forwarders to ensure timely customs clearance and manage required health/food safety certifications.
• Supplier Communication: Handle day-to-day administrative correspondence with international suppliers regarding order confirmation, shipping schedules, and documentation.

B. E-Commerce and Inventory Support

• Inventory Reconciliation: Work closely with the Warehouse team to reconcile physical stock counts with inventory levels listed on various online sales platforms (e.g., Shopify, Lazada, Shopee).
• Order Fulfillment Support: Liaise with the E-Commerce team and the Warehouse to ensure timely and accurate picking, packing, and dispatch of online orders.
• Returns Management: Process and document returns and exchanges from online sales, coordinating necessary stock adjustments.
• Listing Support: Assist the E-Commerce team with uploading product data, including ingredient lists and expiration dates, ensuring compliance with local food labeling regulations.

C. General Administrative Support

• Process incoming vendor invoices related to freight, customs, and warehousing services, ensuring proper documentation for Finance.
• Maintain and update operational databases and filing systems for easy retrieval of logistics and inventory records.
• Prepare weekly or monthly operations reports on inventory turnover and shipping lead times for management review.