Retail Operations Admin Assistant / Executive

FAR EAST FLORA PTE LTD; Singapore; On-site; SGD 28,000 - 39,000; Full time

Job summary

Far East Flora Pte Ltd in Singapore is seeking an Admin Assistant to support the Retail Operations team with day-to-day coordination of administrative and operational matters. The role requires Mandarin proficiency to liaise with suppliers in China and handle Chinese-language documents and product listings, alongside strong English communication with stores and internal departments.

You will perform data entry, process PO/SO/TO/DO/IR entries, monitor stock, update records in ERP, and help ensure

Qualifications

• Mandarin reading/writing and conversation required to liaise with China suppliers.
• Proficient in MS Office; data entry and record keeping skills.
• Experience in retail administration or operations coordination preferred.
• Able to multitask in a fast-paced environment and communicate clearly.

Responsibilities

• Handle customer enquiries, feedback and service requests via phone, email and WhatsApp, and coordinate follow-up with relevant departments.
• Assist with administrative coordination and communication with retail stores, suppliers and internal departments on operational matters.
• Liaise with suppliers in China and assist with handling Chinese-language documents, product information and product listings where required.
• Perform data entry and update records accurately within company systems.
• Assist in processing and updating system transactions, including PO / SO / TO / DO / IR entries.
• Assist in monitoring inventory discrepancies, negative stock records and system exceptions for follow-up by the relevant departments.
• Support administrative coordination of stock replenishment, deliveries and distribution arrangements between stores and departments.
• Maintain proper documentation and filing of operational and administrative records.
• Assist in maintaining records relating to operational purchases, store consumables, uniforms, stationery and other administrative supplies.
• Liaise with suppliers, stores and internal teams on delivery schedules, document submission and administrative follow-up.
• Prepare simple reports and compile operational information as required.
• Perform other administrative and operational duties assigned by Management.

Skills

Mandarin

English

Admin coordination

Data entry

MS Office

Education

Diploma or equivalent

Tools

Excel

ERP systems

Microsoft Office

Job description

Far East Flora Pte Ltd is looking for a well-organised and detail-oriented Admin Assistant to support the Retail Operations team in the day-to-day coordination of administrative and operational matters.

The role involves working closely with retail stores, suppliers and internal departments to ensure smooth operations, accurate records and timely follow-up. The position also requires liaising with suppliers in China and handling Chinese-language documents and product listings where required.

Job Scope

• Handle customer enquiries, feedback and service requests via phone, email and WhatsApp, and coordinate follow-up with the relevant departments.
• Assist with administrative coordination and communication with retail stores, suppliers and internal departments on operational matters.
• Liaise with suppliers in China and assist with handling Chinese-language documents, product information and product listings where required.
• Perform data entry and update records accurately within company systems.
• Assist in processing and updating system transactions, including PO / SO / TO / DO / IR entries.
• Assist in monitoring inventory discrepancies, negative stock records and system exceptions for follow-up by the relevant departments.
• Support administrative coordination of stock replenishment, deliveries and distribution arrangements between stores and departments.
• Maintain proper documentation and filing of operational and administrative records.
• Assist in maintaining records relating to operational purchases, store consumables, uniforms, stationery and other administrative supplies.
• Liaise with suppliers, stores and internal teams on delivery schedules, document submission and administrative follow-up.
• Prepare simple reports and compile operational information as required.
• Perform other administrative and operational duties assigned by Management.

Requirements

• Minimum GCE 'N'/ 'O' Levels, NITEC, Diploma or equivalent.
• Able to read, write and converse in Mandarin to liaise with suppliers in China and handle Chinese-language documents and product listings.
• Good command of English to communicate with retail stores, suppliers and internal departments and to handle customer enquiries and operational follow-ups.
• Prior experience in retail administration, operations coordination or customer service support is preferred.
• Familiar with Microsoft Office applications, including Excel, Word and Outlook.
• Experience with inventory or ERP systems will be an advantage.
• Organised, meticulous and able to multitask in a fast-paced environment.
• Good communication and coordination skills.
• Able to work independently as well as collaboratively within a team.
• Positive attitude and willingness to learn.

We thank all applicants for their interest. However, only shortlisted candidates will be notified.