We are looking for an organised, detail-oriented and proactive Admin Executive to support our Logistics Department. The candidate will be responsible for maintaining job documentation, coordinating with clients, internal operations teams and vendors, managing billing activities and ensuring timely completion of administrative processes for every confirmed assignment.
Key Responsibilities
1. Create and maintain individual job files for every confirmed assignment.
2. Collect and maintain supporting documents, including approved quotations, vendor quotations, cost approvals and client confirmations.
3. Send job initiation emails to clients and coordinate with the internal operations team.
4. Follow up with internal teams to ensure timely execution and completion of assignments.
5. Coordinate with vendors and collect post-job documents, including delivery acknowledgements, completion reports and supporting bills.
6. Coordinate with the Finance team for vendor bill verification and processing.
7. Prepare and raise client invoices upon successful completion of jobs.
8.
Submit invoices to clients and follow up for acknowledgements and payment coordination.
9. Maintain accurate digital records and ensure all job files are complete and updated.
Required Skills & Competencies
- 2–3 years of experience in administration, preferably in logistics, relocation or transportation.
- Positive knowledge of documentation and record management.
- Experience in vendor and client coordination.
- Basic understanding of billing, invoicing and vendor bill processing.
- Good working knowledge of MS Excel, MS Word and email communication.
- Strong follow-up and coordination skills.
- Good written and verbal communication.
- Ability to manage multiple assignments and maintain accuracy.
Desired Candidate Profile
The ideal candidate should be organised, responsible, detail-oriented and proactive, with the ability to manage documentation, coordinate across multiple teams and ensure timely completion of administrative and billing activities.