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