Admin Assistant

Job Description & Requirements We are seeking a detail-oriented and proactive IMPEX and Admin Executive to support our IMPEX and Local activities and ensure smooth day-to-day administrative operations. The ideal candidate will manage purchasing documentation, liaise with suppliers, track inventory, and provide general admin support to internal departments. Procurement Duties: Assist in sourcing suppliers and obtaining quotations. Prepare and issue purchase orders based on approved requisitions. Maintain an up-to-date supplier database and pricing records. Track and follow up on delivery schedules to ensure timely receipt of goods and services. Coordinate with vendors and internal teams to resolve order discrepancies or delays. Monitor stock levels and assist in reordering to prevent shortages. IMPEX(Import & Export) Duties Manage full process of Import and Export with forwarder Communicating with Overseas Customer on ordering and quotation Communicating with Supplier for ordering and delivery Oversee loading and off-loading of cargo from Pallet or Full Container Managing current and new Labels for product packaging. Work closely with Operations and Production Team to manage export planning Apply relevant documents for shipment Work with Freight Forwarder for shipment Order Processing & Data Entry: Receive and review incoming customer orders via email, phone, or system platforms. Accurately input order details into the ERP system or order management software. Ensure order information is complete and aligns with inventory availability. Coordinate with the warehouse/logistics team for timely order fulfilment and delivery. Follow up with customers or sales teams for order confirmations or clarifications. Generate delivery orders, invoices, and relevant documentation for order processing. Administrative Duties: Maintain organized records of procurement, order, and supplier documents. Support general administrative tasks such as filing, data entry, and correspondence. Prepare procurement and order tracking reports as required. Manage petty cash claims and track department expenses. Assist in scheduling supplier meetings and follow-up communications. Requirements: Minimum Diploma in Business Administration, Logistics, Supply Chain Management, or related field. At least 2 years of relevant experience in administrative, procurement, or order processing roles. Proficient in MS Office (especially Excel); experience with ERP or order management systems is a plus. Strong attention to detail with excellent organizational and time management skills. Good written and verbal communication skills. Ability to multitask and work independently in a fast-paced environment. Preferred Skills: Experience in the food service, distribution, or FMCG industry. Familiarity with procurement regulations, stock control, and order lifecycle management. Import and Export Experience