Administrative Assistant

Key Responsibilities: Coordination and processing of incoming shipments Goods receiving (GRPO) in SAP system, generate Delivery Order and posting of invoices, as well as the filing thereof Handle clearance of Delivery Orders during month end accounts closing Generating, recording, and filing of Purchase Orders for suppliers, as well as Purchase Requests and Orders for local deliveries and miscellaneous supplies Reconciliation of suppliers’ invoices with Purchase Orders Verification of documents (tax invoice, packing list, delivery order, purchase order etc) received from supplier/manufacturer before submission to Finance Preparation and update of GST import permit summary report Receiving and routing of all in-bound phone calls on the office mainline Perform cover duties in the absence of other Sales Coordinator Participate in annual stock take reconciliation Preparation of outgoing mail Provide general administrative support including purchase of stationery, as well as other ad-hoc duties and responsibilities that may be assigned from time to time Assigning freight forwarders for in-bound shipments and purchase of marine insurance Issuing authorisation letters to shipping company of appointment of freight forwarders Liaise with SETSCO on project site audit, application and filing for DOC and FSC02 documents Any other ad-hoc duties as assigned Competence (Knowledge, Skills and Abilities): Knowledge in SAP system Knowledge on the relevant Standard Operating Procedures of the Company Proficient in the suite of Microsoft Office application Ability to multi-task in order to meet objectives within timeline Requirements: Able to deal with routine tasks and may perform tasks with some level of complexity Able to solve problems in most cases and within guidelines Works independently within guidelines, defined procedures, and direction Personal Attributes: Meticulous with an eye for detail Pro-active self-starter Prioritize and manage time effectively Education & Experience: Minimum GCE ‘O’ Levels and above Preferably with admin experience in a Construction / Building operating environment