Job Description

Department: Administration, Ops & Finance
Reports To: Administration Manager / Finance Manager / Operations Manager
Location: Tampines North

Job Summary

The Administrative Executive is responsible for providing administrative support to ensure the smooth operation of the company's daily activities. The role includes handling invoicing processes, maintaining documentation, coordinating office administration, supporting various departments with ad hoc tasks, and ensuring accurate record keeping. The ideal candidate should be organized, detail-oriented, and capable of managing multiple responsibilities in a manufacturing environment.

Key Responsibilities

Administrative Support

Provide general administrative support to management and various departments.
Handle correspondence, filing, document control, and record maintenance.
Maintain office supplies inventory and coordinate procurement when required.
Coordinate meetings, appointments, and travel arrangements as needed.
Assist in preparing reports, presentations, and company documentation.
Handle incoming phone calls, emails, and visitor inquiries professionally.

Invoicing & Documentation

Prepare and issue customer invoices accurately and promptly.
Verify supporting documents such as purchase orders, delivery orders, and job completion records before invoicing.
Monitor invoice status and maintain proper invoicing records.
Liaise with customers and internal departments regarding invoice-related matters.
Assist in maintaining accounts receivable records and follow up on outstanding documents when required.
Ensure all invoicing activities comply with company procedures and policies.

Records Management

Maintain organized filing systems for administrative, operational, and financial documents.
Ensure proper storage and retrieval of company records.
Support document archiving and retention activities.

Coordination & Support

Coordinate with Production, Warehouse, Purchasing, and Finance departments on administrative matters.
Assist in monitoring and updating company databases, ERP systems, or tracking spreadsheets.
Support onboarding activities for new employees when required.
Assist in organizing company events, training sessions, and staff activities.

Ad Hoc Duties

Perform ad hoc administrative assignments as directed by management.
Assist in process improvement initiatives to enhance administrative efficiency.
Support special projects and operational activities as required.

Requirements

Education

Diploma, NITEC, Higher NITEC, or Bachelor's Degree in Business Administration, Accounting, Office Management, or a related field.

Experience

1 to 3 years of experience in administration, invoicing, or office support functions.
Experience in a manufacturing environment is an advantage.
Fresh graduates with relevant internship experience may be considered.

Technical Skills

Proficient in Microsoft Office applications, especially Excel, Word, and Outlook.
Experience using ERP systems, accounting software, or invoicing systems is preferred.
Good data entry and document management skills.
Basic understanding of invoicing and administrative procedures.