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.