XCEL INDUSTRIAL SUPPLIES PTE LTD Hiring! Full Time Operations Admin Assistant in West Region (Singapore), Earn up to SGD 2,200 - Ricebowl

KEY RESPONSIBILITIES:

1. Logistics Administration

• Support the Logistics Executive in daily delivery planning and coordination.
• Prepare, update, and file Delivery Orders, job sheets, and related documents.
• Coordinate with warehouse, production, sales, and drivers to ensure delivery details are accurate and complete.
• Track delivery status and assist in resolving delivery-related issues.
• Ensure completed documents are returned, checked, and properly filed after each delivery.

2. Heat Treatment Administration

• Assist in preparing and processing heat treatment documents and schedules.
• Coordinate internally to ensure pallets requiring heat treatment are correctly identified and processed on time.
• Prepare and issue heat treatment certificates when required.
• Verify that heat treatment information is accurate before documents are submitted to customers or attached to deliveries.
• Maintain complete and traceable heat treatment records.

3. Operations Process Coordination

• Support daily operations workflow by updating job status, production status, and delivery readiness.
• Assist in checking that operational instructions are properly communicated to the relevant teams.
• Follow up missing information, incomplete documents, or pending approvals.
• Help maintain proper records for operational traceability and audit purposes.
• Support Internal Processes such as GRPO, supplier documentation, credit note follow-up, and job matching where required.

4. Documentation and Filing

• Organise, scan, and file all operational documents accurately and consistently.
• Maintain records for customer orders, production jobs, deliveries, heat treatment, and supporting documentation.
• Assist in preparing operations and logistics reports for management review.
• Ensure document accuracy to minimise billing delays, operational disputes, and customer complaints.

5. Internal Coordination

• Liaise with Sales, Production, Warehouse, Logistics, and Accounts to ensure smooth job completion.
• Follow up with internal teams when information is missing, unclear, or pending approval.
• Escalate delays, errors, or process gaps to the Logistics Executive or Operations Manager promptly.
• Support the team in maintaining administrative discipline and operational control.

6. Compliance and Process Administration

• Follow company procedures relating to operations, documentation, safety, and quality.
• Support ISO, safety, and audit-related documentation where required.
• Ensure records are maintained in a proper and traceable manner.
• Highlight repeated process issues and assist in corrective action follow-up.