ADMIN EXECUTIVE

We are looking for a responsible, organised and detail-oriented Admin Executive to support our daily administrative and operational activities. The role will involve administration, inventory coordination, export documentation, shipment coordination and general operational support.

The successful candidate will work closely with Management, Production, QA/QC, Warehouse, Logistics and Accounting teams to ensure smooth daily operations and proper documentation.

Key Responsibilities

1. Administrative & Operations Support

• Handle daily administrative and operational matters.
• Prepare, maintain and organise company documents and records.
• Coordinate information and documents between departments.
• Follow up on outstanding tasks, documents and operational matters.
• Assist management with reports, data collection and administrative tasks.
• Ensure proper filing and record-keeping.

2. Inventory & Stock Administration

• Maintain accurate records of raw materials, packaging materials and finished goods.
• Record and monitor stock receiving, issuing and movement.
• Assist with regular physical stock checks and stock reconciliation.
• Investigate and follow up on stock discrepancies.
• Monitor stock levels and highlight shortages, excess or damaged stock.
• Ensure stock records in the system / Google Sheets / WMS are updated accurately.
• Assist with monthly stock counts and inventory reconciliation.

3. Export Documentation & Shipment Coordination

• Coordinate export orders and shipment arrangements.
• Prepare and coordinate export documentation, including commercial invoices, packing lists, shipping documents and other relevant documents.
• Ensure export documents are accurate and completed within the required timeline.
• Coordinate with customers, freight forwarders, shipping agents and internal departments.
• Follow up on container bookings, loading schedules and shipment arrangements.
• Monitor shipment status and follow up on outstanding documentation.
• Maintain proper records of export shipments and supporting documents.

4. Accounting & Documentation Support

• Assist the Accounting team with administrative documentation relating to purchases, sales and stock.
• Check invoices, purchase orders, delivery orders and supporting documents where required.
• Assist with stock reconciliation between operational records and accounting records.
• Follow up on missing or incomplete documents.
• Basic knowledge of accounting and accounting systems is an added advantage.

5. Reporting & Record Keeping

• Prepare daily, weekly and monthly administrative, inventory and operational reports.
• Maintain accurate records and supporting documents.
• Assist in preparing documents for audits, certifications and inspections.
• Ensure documents are properly filed and easily retrievable.

Requirements

• Diploma / Degree in Business Administration, Management, Logistics, Supply Chain, Accounting or related field.
• SPM or equivalent qualification. Enthusiastic individuals who are looking for a dynamic and responsible role, with a willingness to learn and adapt quickly, are encouraged to apply.
• SPM or equivellent and
• 2–4 years of relevant working experience in administration, operations, logistics, inventory or manufacturing.
• Experience in food manufacturing, cold chain or export operations is an advantage.
• Experience in export documentation and shipment coordination is an advantage.
• Good Microsoft Excel and Google Sheets skills.
• Experience with ERP, WMS or accounting systems is an advantage.
• Basic accounting knowledge is an added advantage.
• Good communication and coordination skills.
• Strong attention to detail and organisational skills.
• Able to work independently and follow up on tasks.
• Responsible, proactive and willing to be hands-on.
• Possess own transport.