Job Title: Administrative Assistant - Logistics & Operations
Location: Kranji, North
Reports To: Operations Manager / Logistics Supervisor
Employment Type: Full-time
Job Summary:
We are seeking a highly organized, detail-oriented, and proactive Administrative Assistant to join our dynamic Logistics & Operations team. This individual will provide comprehensive administrative support to ensure the smooth and efficient operation of our logistics, transportation, and supply chain activities. The ideal candidate will have excellent communication skills, be comfortable multitasking in a fast-paced environment, and have a strong ability to coordinate and prioritize various operational tasks.
Key Responsibilities:
- Administrative Support:Assist with the day-to-day operations of the logistics and operations team, ensuring tasks are completed in a timely and accurate manner.
Organize and maintain digital and physical filing systems for logistics and transportation records.
Prepare reports, presentations, and meeting materials as needed.
Schedule meetings, appointments, and travel arrangements for team members.
- Data Entry & Document Management:Input and maintain data in the company's logistics management system.
Process orders, shipments, and inventory logs, ensuring all records are accurate and up to date.
Review and verify shipping documentation such as bills of lading, packing slips, and invoices.
- Coordination & Communication:Serve as a point of contact between various departments, including sales, warehouse, transportation, and external vendors.
Assist in coordinating shipments and deliveries, ensuring on-time execution and resolving any discrepancies or delays.
Communicate with carriers, suppliers, and customers regarding shipment status and logistics-related inquiries.
- Inventory & Supply Chain Support:Assist with inventory tracking and stock management.
Coordinate with vendors and suppliers to ensure timely procurement of goods and materials.
Monitor and report on stock levels and reorder supplies as needed.
- Operational Efficiency:Assist with optimizing logistics workflows and processes.
Track performance metrics related to delivery timelines, inventory, and other operational KPIs.
Identify areas for process improvement and work with the team to implement solutions.
Qualifications:
- Education: High school diploma or equivalent required Associate's or Bachelor's degree in Business Administration, Supply Chain Management, or a related field is a plus.
- Experience:2+ years of administrative or office support experience, preferably in logistics, supply chain, or operations.
Familiarity with logistics software or enterprise resource planning (ERP) systems (e.g., SAP, Oracle, or similar) is a plus.
Experience handling inventory or transportation documentation is an advantage.
- Skills:Strong organizational and time-management skills with the ability to handle multiple tasks simultaneously.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
Excellent verbal and written communication skills.
Ability to work independently and collaboratively in a team environment.
High attention to detail and accuracy.
Problem-solving skills and the ability to adapt to changing priorities.
- Personal Attributes:Strong sense of initiative and a proactive approach to tasks.
Dependable and able to maintain confidentiality.
Ability to thrive in a fast-paced and deadline-driven environment.
Working Conditions:
- Full-time position with regular business hours (8:00 AM - 6:00 PM, Monday to Friday, Saturdays if required).
- Occasional overtime or weekend work may be required during peak periods.
- Work environment is a standard office setting with occasional exposure to a warehouse or distribution center.
