Sale & Office Admin

GVig Singapore; Singapore; On-site; SGD 42,000 - 62,000; Full time

Benefits offered by this job

Competitive salary package

Professional development opportunities

Collaborative work environment

Job summary

Global Vantage Innovative Group (GVig) is seeking a detail-oriented Sales & Office Admin to support operations across the company. You will manage the order process for local and international customers, from proforma invoices and ERP order entry to shipping documents and delivery and help keep the office running smoothly.

Diploma in Business Administration, Supply Chain/Logistics or related field and a minimum of 2 years in sales administration or logistics coordination are required.

Qualifications

• Diploma in Business Administration, Supply Chain/Logistics or a related field.
• Minimum 2 years of experience in sales administration, order processing or sales/logistics coordination.
• Hands-on experience with an ERP system and proficiency in Microsoft Office, especially Excel.
• Strong attention to detail and good organisational and record-keeping skills.

Responsibilities

• Prepare and issue Proforma Invoice for new orders received locally and internationally.
• Process customer orders in the ERP system accurately and in a timely manner.
• Verify order details, pricing, customer information, and order requirements before processing.
• Track order status, shipment schedules, and delivery timelines to ensure timely fulfilment.
• Coordinate with Logistics and Warehouse teams on order processing, shipment arrangements, and delivery.
• Prepare shipping and commercial documents, including Packing Lists and Invoices for different markets.

Skills

Attention to detail

Organisational skills

Record keeping

Multitasking

Stakeholder coordination

Education

Diploma in Business Administration / Supply Chain

Tools

ERP system

Microsoft Excel

Job description

Global Vantage Innovative Group (GVig) is a leading player in the Beauty & Wellness domain in Asia, with a presence since 2011. Our state-of-the-art manufacturing division and premium skincare brands (BelleWave™, SkinMTX™, and Specifix™ Professional) have established a formidable global presence, spanning 23 countries with 10,000 points of distribution across professional spa and beauty salons, aesthetic and derma clinics worldwide.

Overview

We are looking for a detail-oriented & proactive Sales & Office Admin to support operations across the company. You will manage the order process for local and international customers, from proforma invoices and ERP order entry to shipping documents and delivery and help keep the office running smoothly.

Key Responsibilities

• Prepare and issue Proforma Invoice for new orders receive both locally and internationally, when required
• Process customer orders in the ERP system accurately and in a timely manner.
• Verify order details, pricing, customer information, and order requirements before processing.
• Track order status, shipment schedules, and delivery timelines to ensure timely fulfilment.
• Coordinate with Logistics and Warehouse teams on order processing, shipment arrangements, and delivery.
• Prepare shipping and commercial documents, including Packing Lists, Delivery Orders, Commercial Invoices, Tax Invoices, and other supporting documents required by different markets or regions.
• Managing local delivery and liaising with customer's nominated forwarding company for oversea shipment
• Maintain proper filing of sales and shipping documents for audit purposes including order confirmations, purchase orders, sales orders, proforma invoices, delivery orders, invoices, certificates, proof of delivery, AWB/BL and permits etc.

Office Admin

• Maintain and purchase office, pantry and stationery supplies
• Receive documents and packages from couriers, and arrange payment where required
• Assist the Regulatory team in preparing documents for signing and scanning
• Answer and transfer incoming calls, including customer enquiries
• Perform other ad hoc duties as assigned

Minimum Qualifications

• Diploma in Business Administration, Supply Chain/Logistics or a related field
• Minimum 2 years of experience in sales administration, order processing or sales/logistics coordination
• Hands-on experience with an ERP system and proficiency in Microsoft Office, especially Excel
• Strong attention to detail and good organisational and record-keeping skills
• Able to work with internal stakeholders, handle multiple tasks, and perform well under pressure to meet deadlines in a fast-paced environment

What we offer

• Competitive salary and benefits package.
• Professional development and growth opportunities.
• Collaborative and supportive work environment.