Warehouse Admin Support Assistant

Alliance Global Distribution Pte Ltd; Singapore; On-site; SGD 36,000 - 54,000; Full time

Job summary

Alliance Global Distribution Pte Ltd seeks an Operations Support person to ensure accurate documentation for inbound and outbound shipments, generate warehouse picks, and monitor WMS processing. You will coordinate with purchasers and warehouse teams, maintain records, and assist in stock counting as needed.

The role requires proficiency with MS Outlook, Excel, and Word, strong attention to detail, and a collaborative, proactive approach in a fast-paced logistics environment.

Qualifications

• Attention to detail and accuracy in documentation.
• Good communication and interpersonal skills.
• Willingness to learn and adapt in a fast-paced environment.
• Experience in administrative and coordination support.

Responsibilities

• Ensure readiness and accuracy of documentation for inbound and outbound shipments in a timely manner.
• Generate warehouse picks and monitor shipment processing in the WMS.
• Post warehouse shipments and receipts in the WMS after verification.
• Coordinate with purchasers and warehouse teams to resolve discrepancies and support operations.
• Maintain daily inbound/outbound records and archive documents.
• Assist in cycle counts or stock takes as assigned.

Skills

Strong attention to detail

Good communication

Interpersonal skills

Team player

Willing to learn and adapt

Record keeping

Tools

MS Outlook

Excel

Word

Job description

Work Location: 18 Jalan Besut

Working Day: Monday to Friday 9am – 6pm, Saturday 9am – 1pm

Main duties and responsibilities:

Daily Operations Support

• Ensure readiness and accuracy of documentation for inbound and outbound shipments in timely manner.
• Generate warehouse picks and monitor shipment processing in WMS.
• Post warehouse shipments in WMS upon completion of the picking done by warehouse via handheld device.
• Post warehouse receipts in the WMS system upon confirmation from the warehouse supervisor that the accuracy and condition of the stocks are acceptable.
• Coordinate with purchasers to resolve discrepancies between physical stock and documentation.
• Coordinate with business units and warehouse colleagues to support operational requests (the scope includes but not limited to assisting in providing physical count quantities, coordinating the delivery status, lead time and eta, etc).
• Retrieve and archive signed delivery documents from the logistics team
• Scan and distribute documents and photos to relevant stakeholders (Purchaser / Market Support / Compliance) upon job completion according to SOP. (e.g. Container stuffing and unstuffing photos/endorsed documents, etc).
• Generate pallet markings in accordance with Singapore Customs physical tagging guidelines and coordinate with warehouse supervisor and purchaser to facilitate space preparation and collection for inbound shipments.
• Coordinate with warehouse colleagues for the internal transfer orders to ensure smooth and efficient completion.

Record Maintenance

• Maintain proper physical and electronic filing of shipment, including daily inbound/outbound record updates in shared folders. It is to track the order details, vehicle and driver assignments which are crucial for future report generation and investigation for various purposes.
• Detect and report documentation discrepancies to the line supervisor, record incidents for further investigation.
• Ensure proper maintenance of office equipment and regularly update the warehouse asset maintenance record.
• Maintain the daily attendance record.
• Ensure the reverse logistics is done in system in accordance with the physical return. For the VDP/KIV/Damaged stocks, monitor and follow up to maintain the stock accuracy.
• Update the lot book upon receiving inbound shipments.
• Maintain required photo documentation (embassy orders, return stock receipt, inbound discrepancy etc) based on business or compliance requirements.

Ad hoc duties

• Assist in cycle count/annual stock take if being assigned.
• Undertake any other duties in relation to the job scope as assigned by your superior from time to time.

Qualifications:

• Proficient in MS Outlook, Excel and Word
• Strong attention to detail with good communication and interpersonal skills
• Positive team player, willing to learn and adapt in a fast-paced environment
• Familiarity with warehouse operations is an advantage
• Knowledge of permits or shipping documentation is a plus
• Experience in administrative and coordination support, ensuring accurate documentation and compliance
• Proper record keeping and upkeep of records