(Singapore) Admin Cum Logistics Executive
Salary Range:
Job Summary
This role is a hybrid position combining Supply Chain & Logistics , Basic Accounting , and Administrative Support . This role requires a strong foundation in Singapore accounting fundamentals, followed by responsibilities in logistics operations and general administration. The candidate must understand basic accounting principles, including GST, SST, expense categorisation, invoice and receipt classification, bookkeeping, and day-to-day accounting support. The candidate must also be well-versed in all relevant Singapore regulatory requirements and SOPs , including accounting, taxation, and logistics procedures, ensuring full compliance with government regulations. Additionally, the role covers logistics coordination, such as handling Certificate of Origin (COO) processes, checking invoices and customs documents, preparing physical copies for COO submission, and following all logistics-related SOPs. The Administrative Coordinator will also manage a wide range of administrative and operational tasks, including document preparation, data entry, communication with suppliers, parcel handling, and assisting in office operations. The role supports smooth day-to-day company functions and requires strong organisation, accuracy, and multitasking abilities.
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Key Responsibilities:
(1) Office Management & General Administration Support
● Maintain office supplies and inventory; place orders when required.
● Coordinate office maintenance and liaise with vendors or service providers.
● Receive parcels, check quantity and quality, and store them in designated areas.
● Assist with simple assembly or electrical setup when needed, such as simple electrical setup or equipment installation.
● Prepare all necessary arrangements for visitor visits, such as issuing invitation letters and providing professional reception and assistance.
● Handle incoming calls, inquiries, mail, courier deliveries, and general correspondence. Handle telephone enquiries and visitor reception.
● Maintain physical and electronic filing systems.
● Follow up with clients, vendors, and visitors via email or phone, and manage all follow-up and general correspondence professionally.
● Perform various word processing tasks, including drafting correspondence, memos, reports and presentations.
● Monitor and replenish office supplies and equipment.
● Coordinate and monitor office maintenance and servicing to uphold a conducive working environment.
● Schedule and coordinate physical and virtual meetings, appointments and events.
● Arrange logistics for meetings, including room setup, Zoom meeting, calendar invitation, catering, and audiovisual equipment.
● Do government-related applications and required documentation.
● Arrange travel and accommodation for staff and visitors as required.
● Support staff and visitor travel arrangements.
● Prepare correspondence, reports, spreadsheets, and presentations.
● Provide proactive office support to ensure smooth daily operations.
● Proactively provide office support to teams and individuals to ensure smooth daily operations.
● Proactively provide office support.
(2) Documentation & Record Management
● File and e-file expense bills, purchase invoices, claim forms and supporting documents for accounting. Generate and process:
▪ Purchase Orders (PO)
▪ Quotations
▪ Invoices
▪ Delivery Orders
▪ Official Receipts
▪ Payment Vouchers
● Monitor payment due dates and send payment proof to service providers.
● Maintain accurate records and databases with confidentiality.
● Classify expenses by category and prepare claim forms with supporting documents.
● Retrieve and archive invoices from subscription portals, and address expense-related matters to maintain accurate financial records.
● Generate/request official receipts, payment vouchers and payment slips as needed.
● Support documentation for external assessments, compliance, and audit preparation.
● Create and maintain spreadsheets and presentations as required.
(3) Accounting & Financial Support
● Assist with basic bookkeeping, data entry, invoice processing, and payment vouchers.
● Support monthly expense tracking, petty cash, and reconciliation work.
● Track cash flow, profits, and P&L to support financial monitoring.
● Classify expenses correctly and compile payment vouchers with softcopy and hardcopy invoices/receipts to prepare claim forms.
● Submit claim forms and payment proofs to the designated approver/claims handler and confirm amounts.
● Resolve expense queries and ensure accurate records.
● Support cost control by categorising project expenses and preparing cost centres.
● Assist in financial forecasting and project budgeting.
● Support tax compliance (SST, income tax) and ensure correct tax treatment of products and expenses.
● Ensure compliance with accounting standards (Singapore Financial Reporting Standards / Singapore Financial Reporting Standards (International) / Basic IFRS Alignment).
● Maintain accurate accounting records and support queries from external accountants.
(4) Logistics & COO Coordination
● Understand and comply with logistics SOPs and required operational steps.
● Check logistics-related invoices, customs documents, and shipment details.
● Prepare physical documents for Certificate of Origin (COO) submission.
● Coordinate with suppliers and logistics partners for shipment arrangements.
● Ensure all import/export documentation is complete and accurate.
(5) Communication & Coordination
● Liaise professionally with government agencies, suppliers, logistics partners, clients, and internal teams.
● Support internal communication and workflow coordination across departments.
● Provide documentation and support for external provider/vendor assessments.
● Assist management in team coordination and information flow.
● Handle inquiries and requests from internal and external parties promptly and professionally.
(6) Ad-hoc & Management Support
● Provide administrative, operational, supply chain, and basic accounting support to management as assigned.
● Perform ad-hoc duties as required to support the wider team and ensure smooth office operations.
Qualifications:
Diploma or Bachelor’s degree in Accounting , Business Administration, Office Administration, Logistics, Supply Chain or a related field (Accounting preferred).
Experience:
-
Skillsets:
Language Proficiency
● Good command of English (written and spoken).
Technical Skills
● Proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook).
● Familiar with Zoom, Teams, Google Workspace, and PDF/document management tools.
● Experience with accounting software (SAP, QuickBooks, Xero, or similar) is an advantage.
● Basic understanding of accounting principles, tax regulations, GST/SST, and SFRS/SFRS(I).
Physical Requirement
● Must be physically fit and capable of lifting, carrying, and organising heavy items as required by daily operations.
Core Competencies
● Strong organisational and multitasking skills.
● Close attention to detail and accuracy in administrative work.
● Excellent communication and interpersonal skills.
● Able to work independently with minimal supervision.
● Professional ethics and confidentiality in handling sensitive information.
● Good analytical and problem-solving skills.
● Ability to work in a fast-paced environment and adapt to changing priorities.
Optional Skillsets:
● Ability to multitask across different administrative and operational areas.
● High adaptability and flexibility in unexpected situations.
● Experience in project coordination, workflow management, and meeting organisation.
● Customer service mindset and strong interpersonal relationship-building skills.
● Proactive approach with willingness to propose improvements for efficiency.
● Basic understanding of the company’s business operations or industry.