Sales and Office Administrator

Mlion Corporation Pte. Ltd.; Singapore; On-site; SGD 28,000 - 42,000; Full time

Job summary

Mlion Corporation Pte. Ltd. in Singapore seeks a detail‑oriented Sales Support and Office Administrator to streamline order processing and logistics coordination.

You will handle PO/SO/DO/invoice documentation, track deliveries, maintain records, and support cross‑functional teams with internal platforms. The role requires basic level education, 1 year in sales admin or logistics support, proficiency with Google Workspace, MS Office, and ERP systems, plus strong organization and communication

Qualifications

• Minimum education as stated: O‑level/A‑level/ITE or Diploma or equivalent.
• At least 1 year in sales admin, logistics support, or related role.
• Proficient with Google Workspace and Microsoft Office.
• Experience with ERP systems (Globe3) and sales tracking tools is highly preferred.
• Familiarity with Basecamp for documentation and meetings is a plus.
• Ability to coordinate with multiple internal and external parties.

Responsibilities

• Issue PO/SO/DO and invoices via ERP or manual docs.
• Track DOs to ensure accurate, timely billing.
• Maintain sales, delivery, and inventory records.
• Manage product listings in GoListid.
• Prepare inspection checklists and docs before dispatch/receiving.
• Coordinate deliveries, collections, and inspections with Operations.
• Handle customer and supplier communications by email/WhatsApp.
• Route sales leads to the Sales team.
• Prepare and dispatch commercial and operational docs.
• Maintain project updates and workflow on Basecamp/Bonfire.
• Record meeting minutes and share concise summaries.
• Maintain file structures for audit readiness.
• Monitor document workflows for compliance.
• Perform ad-hoc duties as assigned.

Skills

ERP systems Globe3

Basecamp

GoListid

Google Workspace

Microsoft Office

Communication skills

Coordination

Education

O/A Levels / Diploma or equivalent

Tools

Globe3 ERP

Basecamp

Bonfire

GoListid

Job description

Job Description

1. Sales Support

• Issue Purchase Orders (PO), Sales Orders (SO), Delivery Orders (DO), and Invoices accurately via the Globe3 ERP system or manual documentation as required
• Track signed Delivery Orders (DOs) to ensure accurate and timely billing execution
• Maintain and update sales, delivery, and inventory movement records across all operational channels
• Manage and maintain product listings in GoListid platforms (handling purchase, sales, and post-inspection status updates)
• Prepare required inspection checklists and supporting documentation prior to dispatch or receiving
• Coordinate scheduling for deliveries, collections, and physical inspections with the Operations team
• Handle routine administrative communications with customers and suppliers regarding orders, dispatches, and invoicing via email and WhatsApp
• Route incoming sales leads, platform inquiries, and general messaging directly to the appropriate Sales team members
• Prepare and dispatch commercial and operational documentation as required
• Maintain operational project updates and workflow tracking on internal management platforms (e.g., Basecamp, Bonfire)
• Record minutes during weekly operations/sales meetings and post concise summary updates for team alignment
• Maintain precise hardcopy and digital file structures across Google Drive and Globe3 to ensure total audit readiness
• Monitor documentation workflows to verify that all commercial interactions are fully logged and compliant with internal standards
• Perform ad-hoc duties as assigned

2. Local Shipment Coordination

• Work closely with the Logistics team to obtain and monitor all required shipping documents for import shipments, ensuring documentation is complete prior to vessel arrival
• Review shipment details and obtain the necessary internal approvals before submitting approved payment requests to the Finance team for processing
• Draft, review, and issue official Letters of Authorisation (LOA) to support daily operational workflows
• Coordinate with local shipping agents, transporters, and relevant stakeholders to facilitate import clearance, cargo collection, and delivery arrangements
• Liaise with the Sales/Operations team to confirm the appointed transporter, delivery schedules, and delivery destinations for incoming goods
• Support logistics documentation and shipment coordination from Singapore port clearance through to final delivery at the customer site

3. Office Administration & Reception (Shared Responsibilities)

• Handle daily front desk duties, including answering calls, greeting visitors and receiving couriers
• Record meeting room bookings, and keeping meeting rooms neat and well-prepared for external meeting (including welcoming guests and serving drinks)
• Assist with replenishment of office and pantry supplies
• Regularly check mailbox and collect incoming mails and distribute accordingly
• Manage seasonal and festive gifting programs, handling vendor coordination, inventory, and distribution
• Assist HR with company events / activities and general office administration
• Perform ad-hoc duties as assigned

Job Requirements

• Minimum "O" Level / "A" Level / ITE / Diploma or equivalent
• Minimum 1 year of experience in sales admin, logistics support, or a related role
• Proficient in Google Workspace and Microsoft Office
• Experience with ERP systems (Globe3) and in-house sales tracking tools is highly preferred
• Familiarity with project management tools like Basecamp (for documentation and meeting minutes) is a plus
• Comfortable coordinating with multiple internal and external parties (Sales, Logistics, Finance, Operations, and Shipping partners)
• Strong organisational skills, keen attention to detail, and a professional communication style
• Able to work independently, prioritise tasks, and thrive in a fast-paced environment

We regret to inform that only shortlisted candidate will be contacted.