Office Administration Executive

Job Responsibilities

SALES SUPPORT – MLION

• Prepare invoices, purchase orders, and delivery orders for th sales team.
• Following up & collecting signed delivery orders, ensuring prompt billing of customers.
• Assist in arranging and coordinating deliveries with third-party logistics companies when required.
• Prepare and update meeting minutes for the weekly company meeting.
• Take minutes during the weekly company meeting and update them on Basecamp.
• Enter sales orders (SO) into G3 when the sales team receives a new order from customers.
• Enter “Stock In” details when new stock/imports arrive in Singapore and/or the warehouse.
• Update and maintain stock movement records in G3 for deliveries or stock transfers.
• Liaise with shipping agents and handle documentation for the logistics team when new stock/imports arrive.

RECEPTION & OFFICE ADMIN

• Handle all receptionist duties, including but not limited to answering the main telephone line, opening the main door for visitors, guests, and couriers, receiving and sending documents, welcoming guests, serving drinks, maintaining boardroom cleanliness before and after meetings, and managing pantry stock.
• Coordinate and schedule meeting room bookings to avoid conflicts.
• Monitor and replenish office supplies, including stationery and pantry items.
• Assist in handling incoming and outgoing mail and courier services.
• Daily open the company’s letterbox, filter and distribute incoming letters.
• Perform office administrative duties, including ordering and coordinating festive gifts for customers and assisting in company-wide events.
• Work closely with the HR team to support administrative tasks, office management, and employee engagement activities.
• Support ad-hoc administrative tasks as required by management.

Key Skills & Competencies

• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills to manage interactions with vendors, employees, and guests.
• Detail-oriented with the ability to manage inventory and administrative records accurately.
• Proficient in Microsoft Office (Word and Excel) and other office tools.
• Ability to work independently and handle multiple responsibilities in a dynamic environment.

Qualifications

• A diploma or equivalent in Office Administration, Business, or a related field.
• Prior experience in office administration or a similar role is preferred.
• Familiarity with basic HR and administrative processes is an advantage.

Others

• 5 days work week, 9am-5pm
• AWS upon confirmation and pro-rated if service is less than a year
• Performance Bonus subjected to individual and company’s performance

We regret that only shortlisted candidates will be notified.