Admin Assistant

Key Responsibilities

Administration, Purchasing & Office Operations

• Provide comprehensive administrative support to ensure the smooth day-to-day operations of the company.
• Prepare and process quotations, purchase orders (PO), sales orders (SO), delivery orders (DO) and other business documentation accurately and promptly.
• Source, evaluate and liaise with local and overseas suppliers on pricing, product availability, lead time and delivery schedules.
• Generate purchase orders and monitor order status to ensure timely procurement and delivery of materials.
• Follow up with suppliers on outstanding orders, shipment schedules and delivery commitments.
• Coordinate with freight forwarders, logistics providers and courier companies for local and overseas shipments.
• Verify supplier invoices against purchase orders and delivery documents, and coordinate with the Finance team to resolve discrepancies.
• Maintain accurate purchasing records, supplier databases and administrative documentation in accordance with company procedures.
• Monitor office supplies and operational requirements, ensuring adequate stock levels at all times.
• Handle incoming enquiries, emails, telephone calls and correspondence professionally.
• Coordinate meetings, appointments, travel arrangements and company events where required.
• Maintain proper filing systems for contracts, quotations, procurement records and other business documents.
• Support ISO documentation, internal audits and quality management activities where applicable.
• Assist management with administrative reports, operational documentation and special projects as assigned.
• Work closely with Sales, Product Management, Warehouse and Finance teams to ensure seamless coordination of customer orders and procurement activities.
• Continuously identify opportunities to improve administrative efficiency, purchasing processes and supplier performance.