Office Administrative Assistant - Choa Chu Kang

Job Highlight:

Salary: $2300-$3000

Job Overview: We are seeking a diligent and organized Administrative Assistant to support our Administration

department. The ideal candidate will be responsible for sales and purchase order processing, general

administrative tasks, and coordination with internal and external stakeholders to ensure efficient

operations.

Key Responsibilities:

1. Sales Order Processing

• Prepare and process daily sales orders, delivery orders (D/Os), and invoices.
• Coordinate deliveries with warehouse and delivery teams.
• Liaise directly with customers on delivery schedules and urgent requests.
• Monitor outstanding payments, order changes, and postponements.
• Scan and file sales orders (S/Os) and purchase orders (P/Os) into the system.
• Maintain accurate records of sales activities and generate periodic sales analysis reports.

1. Purchase Order Processing

• Prepare and issue purchase orders.
• Track incoming shipments and monitor stock movement.
• Coordinate with the warehouse on inventory updates.

1. Invoicing

• Ensure accuracy of invoicing by coordinating with the delivery team for signed delivery

• Post delivered sales into the system and generate corresponding invoices.
• Handle invoice discrepancies, including under- or over-charging.
• Scan and file signed delivery orders for recordkeeping.
• Prepare and send invoices to customers, including department stores and mass merchants.

1. General Administration

• Manage general correspondences.
• Compile administrative reports for management.
• Perform ad-hoc administrative duties as assigned.

1. Customer & Internal Communications

• Professionally answer and direct phone calls.
• Provide support to internal teams and maintain good communication with external

stakeholders.

Qualifications & Requirements:

• 1–2 years of relevant working experience in administrative or order processing roles.
• Proficient in Microsoft Office (Word, Excel, Outlook).
• Fast learner with attention to detail and strong organizational skills.
• Good spoken and written English.
• A team player with a proactive and customer-oriented mindset.