Sales and Office Administrator

Job Description

1. Sales Support

• Issue Purchase Orders (PO), Sales Orders (SO), Delivery Orders (DO), and Invoices accurately via the Globe3 ERP system or manual documentation as required
• Track signed Delivery Orders (DOs) to ensure accurate and timely billing execution
• Maintain and update sales, delivery, and inventory movement records across all operational channels
• Manage and maintain product listings in GoListid platforms (handling purchase, sales, and post-inspection status updates)
• Prepare required inspection checklists and supporting documentation prior to dispatch or receiving
• Coordinate scheduling for deliveries, collections, and physical inspections with the Operations team
• Handle routine administrative communications with customers and suppliers regarding orders, dispatches, and invoicing via email and WhatsApp
• Route incoming sales leads, platform inquiries, and general messaging directly to the appropriate Sales team members
• Prepare and dispatch commercial and operational documentation as required
• Maintain operational project updates and workflow tracking on internal management platforms (e.g., Basecamp, Bonfire)
• Record minutes during weekly operations/sales meetings and post concise summary updates for team alignment
• Maintain precise hardcopy and digital file structures across Google Drive and Globe3 to ensure total audit readiness
• Monitor documentation workflows to verify that all commercial interactions are fully logged and compliant with internal standards
• Perform ad-hoc duties as assigned

2. Local Shipment Coordination

• Work closely with the Logistics team to obtain and monitor all required shipping documents for import shipments, ensuring documentation is complete prior to vessel arrival
• Review shipment details and obtain the necessary internal approvals before submitting approved payment requests to the Finance team for processing
• Draft, review, and issue official Letters of Authorisation (LOA) to support daily operational workflows
• Coordinate with local shipping agents, transporters, and relevant stakeholders to facilitate import clearance, cargo collection, and delivery arrangements
• Liaise with the Sales/Operations team to confirm the appointed transporter, delivery schedules, and delivery destinations for incoming goods
• Support logistics documentation and shipment coordination from Singapore port clearance through to final delivery at the customer site

3. Office Administration & Reception (Shared Responsibilities)

• Handle daily front desk duties, including answering calls, greeting visitors and receiving couriers
• Record meeting room bookings, and keeping meeting rooms neat and well-prepared for external meeting (including welcoming guests and serving drinks)
• Assist with replenishment of office and pantry supplies
• Regularly check mailbox and collect incoming mails and distribute accordingly
• Manage seasonal and festive gifting programs, handling vendor coordination, inventory, and distribution
• Assist HR with company events / activities and general office administration
• Perform ad-hoc duties as assigned

Job Requirements

• Minimum "O" Level / "A" Level / ITE / Diploma or equivalent
• Minimum 1 year of experience in sales admin, logistics support, or a related role
• Proficient in Google Workspace and Microsoft Office
• Experience with ERP systems (Globe3) and in-house sales tracking tools is highly preferred
• Familiarity with project management tools like Basecamp (for documentation and meeting minutes) is a plus
• Comfortable coordinating with multiple internal and external parties (Sales, Logistics, Finance, Operations, and Shipping partners)
• Strong organisational skills, keen attention to detail, and a professional communication style
• Able to work independently, prioritise tasks, and thrive in a fast-paced environment

We regret to inform that only shortlisted candidate will be contacted.