Company Overview
We are a Singapore-based food and beverage manufacturer supplying products to business customers. We seek an experienced, responsible and organised Admin & Operations Assistant to support daily admin, operations, procurement, invoicing, and coordination tasks.
Job Summary
Support daily administration, operations, procurement, documentation, invoicing, and coordination with customers and suppliers in a hands-on SME environment. Open to locals, Malaysians and Work Permit holders.
Responsibilities
- Perform general administrative duties including filing, data entry, document preparation, and record keeping to maintain accurate company records
- Prepare, update, and maintain company documents, forms, templates, and internal records for operational efficiency
- Assist with licence renewals, compliance documents, insurance records, and other administrative requirements to ensure regulatory adherence
- Coordinate communication and information flow between internal staff and external parties to support smooth operations
- Assist with preparing invoices, delivery orders, quotations, customer records, and related sales documents to support sales operations
- Support order processing and follow up with customers to resolve issues and track pending payments and outstanding matters
- Collaborate with sales, production, delivery, and accounts/admin teams to ensure proper documentation and coordination
- Assist procurement activities by liaising with suppliers on quotations, orders, delivery schedules, and documentation to maintain supply chain accuracy
- Maintain supplier and purchase records to ensure up-to-date procurement information
- Follow up on supplier issues to resolve delivery or quality concerns promptly
- Support daily operational coordination between production, delivery, admin, and management to facilitate workflow
- Assist in arranging product lab testing and maintaining related records for quality assurance
- Coordinate delivery schedules, driver matters, and customer delivery requirements to ensure timely shipments
- Assist with urgent operational issues as they arise to maintain business continuity
- Support HR and staff administration by maintaining staff records, tracking leave, schedules, and coordinating manpower arrangements
- Use email, spreadsheets, messaging platforms, and digital tools daily to perform administrative and operational tasks efficiently
- Apply AI tools where appropriate to improve productivity, draft documents, organise information, and support administrative work
Preferred competencies and qualifications
- Prior experience in administration, operations, procurement, customer service, invoicing, or F&B/manufacturing environments
- Ability to communicate effectively in English and Mandarin to liaise with customers, suppliers, and staff
- Comfort with basic computer tasks including email, spreadsheets, and digital tools
- Familiarity with AI tools to enhance work efficiency
- Responsible, organised, detail-oriented, and eager to learn
- Ability to work effectively in a fast-paced SME environment
- Willingness to handle practical tasks and ad hoc duties as needed
- Reliable and responsible with strong organisational skills for documents and follow-ups
- Comfortable communicating with customers, suppliers, and colleagues
- Quick learner with adaptability to support admin and operations
- Proficient in using digital tools and AI to improve work efficiency
Other Information
Salary will be commensurate with experience and eligibility. Interested applicants may submit their resume including current/last drawn salary, expected salary, earliest start date, relevant experience, and work pass status if applicable.
