Admin Assistant

Job Description & Requirements

We are seeking a detail-oriented and proactive IMPEX and Admin Executive to support our IMPEX and Local activities and ensure smooth day-to-day administrative operations. The ideal candidate will manage purchasing documentation, liaise with suppliers, track inventory, and provide general admin support to internal departments.

Procurement Duties:

• Assist in sourcing suppliers and obtaining quotations.
• Prepare and issue purchase orders based on approved requisitions.
• Maintain an up-to-date supplier database and pricing records.
• Track and follow up on delivery schedules to ensure timely receipt of goods and services.
• Coordinate with vendors and internal teams to resolve order discrepancies or delays.
• Monitor stock levels and assist in reordering to prevent shortages.

IMPEX(Import & Export) Duties

• Manage full process of Import and Export with forwarder
• Communicating with Overseas Customer on ordering and quotation
• Communicating with Supplier for ordering and delivery
• Oversee loading and off-loading of cargo from Pallet or Full Container
• Managing current and new Labels for product packaging.
• Work closely with Operations and Production Team to manage export planning
• Apply relevant documents for shipment
• Work with Freight Forwarder for shipment

Order Processing & Data Entry:

• Receive and review incoming customer orders via email, phone, or system platforms.
• Accurately input order details into the ERP system or order management software.
• Ensure order information is complete and aligns with inventory availability.
• Coordinate with the warehouse/logistics team for timely order fulfilment and delivery.
• Follow up with customers or sales teams for order confirmations or clarifications.
• Generate delivery orders, invoices, and relevant documentation for order processing.

Administrative Duties:

• Maintain organized records of procurement, order, and supplier documents.
• Support general administrative tasks such as filing, data entry, and correspondence.
• Prepare procurement and order tracking reports as required.
• Manage petty cash claims and track department expenses.
• Assist in scheduling supplier meetings and follow-up communications.

Requirements:

• Minimum Diploma in Business Administration, Logistics, Supply Chain Management, or related field.
• At least 2 years of relevant experience in administrative, procurement, or order processing roles.
• Proficient in MS Office (especially Excel); experience with ERP or order management systems is a plus.
• Strong attention to detail with excellent organizational and time management skills.
• Good written and verbal communication skills.
• Ability to multitask and work independently in a fast-paced environment.

Preferred Skills:

• Experience in the food service, distribution, or FMCG industry.
• Familiarity with procurement regulations, stock control, and order lifecycle management.
• Import and Export Experience