Administrative Assistant

We are looking for a highly organized and detail-oriented Administration Executive to support the day-to-day administrative and operational activities of our coal trading business in Singapore.

The successful candidate will be responsible for office administration, documentation, coordination with internal and external parties, record keeping, and general operational support. The role requires strong attention to detail, good communication skills, confidentiality, and the ability to manage multiple tasks in a fast-paced trading environment.

Key Responsibilities

1. General Administration

* Manage daily office administrative activities and ensure smooth office operations.

* Handle correspondence, emails, telephone calls, courier arrangements, and incoming/outgoing documents.

* Maintain proper filing systems, both physical and electronic.

* Manage office supplies, equipment, pantry supplies, and service vendors.

* Coordinate office maintenance, repairs, and other administrative matters.

* Arrange meetings, appointments, travel, and accommodation when required.

* Assist management and team members with general administrative requirements.

2. Documentation & Record Management

* Prepare, organize, scan, file, and maintain company and business-related documents.

* Maintain accurate records of contracts, invoices, purchase orders, shipping documents, correspondence, and other trading-related documentation.

* Ensure documents are properly filed and readily accessible when required.

* Assist with document preparation and compilation for internal and external parties.

* Monitor document status and follow up on outstanding documents when necessary.

3. Trading & Operations Support

* Provide administrative support to the trading and operations teams.

* Assist in maintaining shipment and transaction records.

* Follow up on required documentation for coal shipments and deliveries.

* Assist with preparation of reports, schedules, and operational summaries.

4. Finance & Accounting Support

* Assist with administrative processing of invoices, payment documents, receipts, and expense claims.

* Coordinate with the finance team on documentation required for payments and transactions.

* Maintain proper records of administrative expenses and supporting documents.

* Assist in monitoring outstanding administrative matters and follow-ups.

5. Compliance & Corporate Administration

* Assist with maintaining company records and corporate documents.

* Support the preparation of documents required for audits, compliance reviews, and regulatory matters.

* Maintain confidentiality of company, commercial, financial, and employee information.

* Follow company policies, procedures, and applicable Singapore requirements.

6. Other Duties

* Provide administrative support to management and other departments as required.

* Assist with company events, meetings, business visits, and staff activities.

* Undertake other administrative and coordination duties assigned by management.

Pay: $2,500.00 - $3,000.00 per month

Work Location: In person