Sale Admin Coordinator

Walraven Pte. Ltd.; Singapore; On-site; SGD 33,480 - 51,336; Full time

Job summary

Walraven Pte. Ltd. in Singapore seeks a proactive Sales Order Administrator to coordinate regional sales, support after-sales and other teams, and manage documentation such as quotations, orders, invoices and certificates.

You will ensure accuracy and timely submissions, assist with procurement to HQ, and upload documents to platforms. The role requires 1–2 years in admin or order processing, with strong MS Office skills and a detail-focused mindset.

Qualifications

• Minimum 1–2 years in customer service, order processing or administrative roles.
• Proficient in Microsoft Office; able to work independently and in a team.
• Strong organizational skills, attention to detail and effective communication.

Responsibilities

• Coordinate and support sales activities across regional/local countries.
• Provide administrative and coordination support to Sales, Service and others.
• Prepare and process Quotations, Sales Orders, Delivery Orders, Invoices/Billing and Certificates.
• Ensure accuracy, proper recording, and timely submission of documents.
• Support internal Purchase to HQ or other external suppliers.
• Upload invoices and documents to customer/vendor platforms as required.
• Process and manage sales orders from entry to completion timely and accurately.
• Ensure orders fulfill customer requirements to enable smooth billing.
• Monitor order progress and follow up on delays.
• Identify issues, propose improvements, and ensure smooth order fulfilment.
• Liaise with freight forwarders and service providers for shipments and logistics.
• Track shipment progress and maintain communication with forwarders.
• Receive calls, provide general administrative assistance, and manage inquiries.
• Oversee office supplies and liaise with vendors for maintenance.

Skills

Customer service

Order processing

Administrative support

Multitasking

Communication

Tools

Microsoft Office

Excel

Outlook

Job description

Sales Order Administration

1. Coordinate and support sales activities across regional/local countries.

2. Provide administrative and coordination support to Sales, Service (After-Sales) and others.

3. Prepare and process documents such as Quotations, Sales Orders, Delivery Orders, Invoices/Billing and Certificates.

4. Ensure accuracy, proper recording, and timely submission of documents.

5. Support internal Purchase to HQ or other external suppliers

6. Upload invoices and documents to customer/vendor platforms as required.

Order Processing & Workflow Coordination

1. Process and manage sales orders from entry to completion in a timely and accurate manner.

2. Ensure all orders are fulfilled according to customer requirements to facilitate smooth billing.

3. Monitor sales order progress and proactively follow up on pending or delayed items.

4. Identify issues, propose improvements, and ensure smooth order fulfilment.

5. Liaise with freight forwarders and service providers to arrange shipments and transportation logistics.

6. Track shipment progress and maintain close communication with assigned freight forwarders.

General Administrative Duties

1. Receive incoming calls and redirect them appropriately.

2. Provide day-to-day general administrative assistance.

3. Manage incoming calls and general email enquiries, directing queries to relevant personnel and recording messages accurately.

4. Oversee office supplies inventory, including stationery, pantry items, printer toners and liaise with vendors for basic office maintenance.

5. Support ad-hoc administrative assignments as instructed by the Manager.

Requirements:

• Minimum 1-2 years of working experience in customer service, order processing or administrative roles

• Proficient in Microsoft Office (Excel, Word, Outlook)
• Capable of working independently as well as within a team environment
• Able to multitask effectively with strong organizational skills and attention to detail
• Highly organized and detail‑oriented
• Self‑motivated with a proactive mindset to optimize operational processes
• Collaborative team player equipped with excellent communication abilities