Admin Executive

Job Summary

We are seeking a proactive and detail-oriented Administrative Executive to support Logistics & Supply Chain operations by coordinating shipments, managing documentation, liaising with stakeholders, and ensuring smooth daily operations.

Responsibilities

Coordinate and manage inbound and outbound shipments to ensure timely delivery and efficient logistics operations

Prepare and issue Statements of Account (SOA) to customers and follow up on outstanding payments to maintain positive customer relationships

Plan, schedule, track, and monitor shipments while providing regular status updates to internal teams and customers

Collaborate with suppliers, freight forwarders, warehouse personnel, transport providers, and other stakeholders to ensure seamless supply chain operations

Prepare and maintain logistics documentation, including invoices, packing lists, bills of lading, delivery orders, and customs-related documents

Inspect incoming goods upon container arrival, identify damaged or spoiled items, notify relevant departments promptly, and coordinate resolution

Monitor transportation routes, optimize delivery schedules, and resolve logistics issues such as shipment delays, damaged goods, and inventory discrepancies

Work closely with warehouse and operations teams to meet customer delivery requirements

Monitor and manage the company email inbox to ensure timely acknowledgement and response to enquiries, requests, and operational matters

Attend to customer enquiries via phone, email, and other channels, providing timely updates and professional support

Assist in procurement planning and implement process improvements to enhance operational efficiency

Maintain accurate vehicle documentation, including insurance, road tax, inspections, and permits to ensure regulatory compliance

Perform data entry, filing, record keeping, and general administrative duties to support office operations

Ensure compliance with company policies, import/export regulations, and logistics procedures

Perform other duties and ad-hoc assignments as assigned by Management

Requirements

Proficient in Microsoft Office applications including Excel, Word, and Outlook

Fluent in spoken and written Chinese (Mandarin) to communicate effectively with China-based headquarters, management, colleagues, suppliers, customers, and other stakeholders

Strong organizational and multitasking abilities with keen attention to detail

Good analytical, problem-solving, and decision-making skills

Ability to prioritize tasks and work independently in a fast-paced environment

Positive attitude with strong customer service orientation

Ability to respond promptly to operational issues and collaborate across departments

Willingness to learn and adapt to new systems, processes, and responsibilities

Strong desire for continuous learning and professional development

Other Information

Benefits

Working Hours: Monday to Friday, 9:00 AM - 4:30 PM

Hybrid Working Arrangement

Performance Bonus

Birthday Leave

Career Development Opportunities

Supportive and Collaborative Work Environment

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