Procurement Operations & Admin Assistant

Job Highlights:

• Industry: Retail & Service
• Location: Pasir Panjang
• Working Days: Monday to Friday

Roles & Responsibilities:

• Provide operational and administrative support to ensure smooth day-to-day operations.
• Process orders, ensuring accuracy in terms of product selection, pricing, and delivery schedules.
• Coordinate and liaise with logistics and shipping companies to organize and schedule the shipment and delivery of orders, optimizing for cost and efficiency.
• Handle order modifications, cancellations, and requests for returns or exchanges, ensuring compliance with company policies.
• Generate and issue customer invoices and delivery orders accurately and in a timely manner.
• Preparation and matching of purchase requests, purchase orders (PO), sales orders (SO), delivery orders (DO), and invoices.
• Conduct inventory checks and counts for incoming and outgoing goods.
• Perform physical stock takes when required.
• Manage warehouse operations.
• Collaborate with sales and finance teams to investigate and resolve pricing discrepancies or disputes, credit issues, or payment delays that may impact order processing.
• Collaborate with other departments to address customers’ inquiries or concerns.
• Generate and maintain detailed records of orders, invoices, and any customer communication for audit purposes.
• Perform data management and documentation duties to ensure accuracy of records.
• File documents and maintain filing systems, both physical and digital, to ensure all financial records are organized and easily retrievable.
• Assist with accounts payable and receivable transactions, aging, and follow up on overdue accounts; communicate with customers and suppliers regarding outstanding balances or issues.
• Prepare and perform local and overseas payments via telegraphic transfer, PayNow, etc.
• Process incoming payments in compliance with financial policies and procedures.
• Monitor and prepare cash flow analysis.
• Contribute to process improvements and efficiency initiatives within the accounts receivable function.
• Perform routine accounts receivable (AR), accounts payable (AP), and cashbook functions, including regular reconciliations of the accounts receivable ledger to ensure accuracy and completeness.
• Perform monthly supplier statement of accounts reconciliation and liaise with suppliers for payment-related issues.
• Assist in monthly accounts closing and preparation of schedules.
• Follow established policies and procedures in daily work.
• Department administration and ad-hoc duties assigned from time to time.

Qualifications & Experience:

• Knowledge of computerized accounting.
• Proficient in Microsoft Office.
• Positive attitude, highly motivated, and attentive to detail.
• Possess good interpersonal and communication skills.
• Proactive and an excellent team player.
• Minimum GCE ‘O’ level or relevant background in accounting and/or procurement.
• Preferably a minimum of 1 year of relevant working experience.
• Able to work independently to meet deadlines.