WAREHOUSE ADMINISTRATIIVE ASSISTANT

ROTHESAY HOLDINGS PRIVATE LIMITED; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A leading warehouse solutions provider in Singapore is looking for a Warehouse Administrative Assistant. This role involves supporting warehouse operations through order processing, documentation management, and data entry. Candidates should have strong proficiency in Microsoft Office and good communication skills to coordinate effectively with internal teams and customers. The position offers a structured work week of 5.5 days.

Qualifications

• Proficiency in Microsoft Office applications including Outlook, Excel, and Word is essential.
• Strong attention to detail with documentation and data management.
• Good communication skills to coordinate with internal and external teams.

Responsibilities

• Process customer orders and coordinate with customers on incoming cargo.
• Prepare and process sales and billing documents, including invoices.
• Perform accurate data entry and ensure inventory data matches system records.
• Assist with inventory movements and perform stock checks.
• Liaise with warehouse operations, sales, and customer service for efficient operations.
• Maintain organized filing systems and generate reports.

Skills

Proficiency in Microsoft Office Suite (Outlook, Excel, Word)

Strong attention to detail

Good communication and coordination skills

Ability to work independently

Experience in administrative or warehouse support roles

Job description

A Warehouse Administrative Assistant supports warehouse operations by handling administrative tasks, managing documentation, and ensuring accurate data entry. Key duties include processing orders, generating shipping and sales documents like purchase orders (PO) and delivery orders (DO), performing data entry to update inventory records, and maintaining organized filing systems. The role also involves communicating with customers and internal teams to coordinate shipments, check stock levels, and handle various administrative duties as assigned.

Key responsibilities

Order processing: Process customer orders, handle self-collection customers, and coordinate with customers on incoming cargo.

Documentation: Prepare and process sales and billing documents (e.g., quotations, sales orders, delivery orders, invoices).

Data entry and management: Perform accurate data entry into warehouse management systems, update inventory records, and ensure inventory data matches system records.

Inventory and stock control: Assist with tracking inventory movements, perform stock checks, and ensure the quality and quantity of incoming and outgoing goods are correct.

Communication: Liaise with warehouse operations, sales, and customer service teams to ensure smooth communication and efficient operations. Attend to phone calls and emails from internal and external customers.

Filing: Maintain organized filing systems for both hard and soft copy documents, including performing three-way matching for documents like POs, DOs, and invoices.

Reporting: Assist in generating reports, such as monthly billing reports.

General support: Handle general administrative duties and perform other ad-hoc tasks as assigned by a supervisor.

Required skills and qualifications

• Proficiency in Microsoft Office Suite (Outlook, Excel, Word)
• Strong attention to detail, especially with documents and data
• Good communication and coordination skills
• Ability to work independently and manage multiple tasks
• Experience in administrative or warehouse support roles is often preferred
• 5.5 days work week