Job Description:
We are looking for a responsible and detail-oriented Admin Executive to support our daily admin operations, SQL system records, invoicing process, and operation coordination.
This role is responsible for ensuring all order, delivery, invoice, payment, and receipt records are entered accurately and supported by proper documents.
The candidate must be able to follow company procedures carefully and work with the admin, sales, warehouse, and delivery teams. This is an execution and support role.
Key Responsibilities:
- Enter and update customer, order, delivery, invoice, payment, and receipt records in SQL system.
- Prepare and check invoice information based on valid supporting documents.
- Ensure invoice details such as customer name, item, quantity, price, document reference, and payment terms are accurate.
- Support daily admin operation, including document preparation, filing, and record updates.
- Assist with DO / RO / invoice document checking and follow-up.
- Coordinate with internal teams on order status, delivery records, POD, and stock movement documents.
- Follow up on missing or incomplete documents with the relevant person.
- Maintain proper filing of quotation, DO, RO, invoice, delivery, payment, and receipt documents.
- Report any missing, incorrect, or mismatched information to the reporting manager.
- Prepare simple daily or weekly admin summaries when required.
- Follow company document flow and avoid unauthorised manual changes.
Key Requirements:
● Minimum 1–2 years of experience in admin, invoicing, sales support, operations support, or related role.
● Experience using SQL system, accounting software, ERP system, inventory system, or similar business system.
● Able to handle invoices, delivery orders, customer orders, and related sales documents.
● Good attention to detail, especially numbers, item codes, quantities, pricing, and document references.
● Basic understanding of sales document flow such as quotation, DO, invoice, delivery, payment, and receipt.
● Basic Microsoft Excel / Google Sheets skills.
● Able to communicate clearly with admin, sales, warehouse, and delivery teams.
● Responsible, organised, and able to follow fixed procedures.
● Able to work carefully without making unauthorised changes or shortcuts.
● Able to flag and report incomplete or unclear information before proceeding.
Preferred Requirements :
● Experience in FMCG, distribution, trading, logistics, warehouse, or wholesale industry.
● Familiar with SQL accounting / inventory system.
● Experience checking DO, RO, invoice, POD, payment records, or stock movement documents.
● Able to prepare simple admin reports or summaries.
● Able to work in a process-driven environment.
Working Style We Are Looking For
● Careful with details
● Stable and responsible
● Good follow-up attitude
● Willing to follow system and procedure
● Comfortable working with documents and numbers
● Able to ask the right person when information is incomplete
● Does not make unauthorised decisions or manual changes
