Administrative Executive

• Perform general office administration tasks, including sending emails, invoices, purchase orders (PO), sales orders (SO), and packing lists.
• Maintain and update records in SharePoint, ensuring all documents are properly uploaded.
• Handle email correspondence and manage office communication efficiently.
• Schedule and coordinate meetings, appointments, and travel arrangements when required.
• Assist in maintaining an organised and efficient workplace, including housekeeping and office audits.
• Support the sales team with essential coordination tasks.
• Work closely with suppliers, customers, and operations teams to ensure smooth sales processes.
• Follow up on outstanding orders, quotations, and customer enquiries.
• Ensure prompt and accurate order processing, liaising with internal teams (accounts & logistics) for goods purchase and delivery.
• Coordinate order acceptance with clients and ensure proper documentation.
• Liaise with freight forwarder for incoming and outgoing shipment.
• Process purchase orders and match purchase invoices.
• Maintain a record of payments and assist with payment listing.
• Work with vendors to ensure compliance with company standards and requirements.

4. Employee & HSE Coordination

• Assist with onboarding new employees, maintaining employee records, and coordinating training sessions.
• Schedule HSE (Health, Safety & Environment) meetings and upload minutes in SharePoint.
• Conduct employee audits and housekeeping audits as required.
• Maintain proper filing systems and ensure timely and accurate documentation.
• Keep track of daily sales reports and other relevant business data.
• Assist in general administrative duties as assigned by the superior.

6. Other Responsibilities

• Ensure coordination with internal teams for payment collection.
• Carry out any ad-hoc duties as required by the management from time to time.