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SHIPPING ADMIN ASSISTANT
Employment Type: Full-Time
Location: Serangoon North, Singapore
Working Days: Monday to Friday (5-Day Work Week)
Working Hours: 8:30 AM – 5:30 PM
Salary: Up to SGD 2,600 per month (Depending on qualifications and experience)
Start Date: Immediate Hiring
About the Position
We are currently looking for a responsible, organized, and detail-oriented Shipping Admin Assistant to join our growing operations team. This position is suitable for individuals who enjoy administrative work, logistics coordination, and communicating with various internal departments as well as external business partners.
The successful candidate will play an important role in supporting the company’s daily shipping and logistics operations by ensuring that all shipping documentation is prepared accurately, inventory records are maintained properly, and shipments are coordinated efficiently from beginning to end.
This role requires excellent organizational skills, strong attention to detail, and the ability to work effectively in a fast-paced environment while meeting operational deadlines. You will work closely with warehouse personnel, logistics providers, freight forwarders, suppliers, customers, and internal departments to ensure smooth and efficient day-to-day operations.
Key Responsibilities
As a Shipping Admin Assistant, you will be responsible for supporting the entire shipping administration process and ensuring that all operational activities are carried out accurately and efficiently.
Your responsibilities include but are not limited to:
• Prepare, verify, and process all shipping documentation, including packing lists, shipping permits, delivery orders, invoices, airway bills, and any other logistics-related documents.
• Ensure all shipping documents are complete, accurate, and comply with company procedures as well as customer and regulatory requirements.
• Coordinate daily shipment schedules for both inbound and outbound deliveries.
• Arrange transportation bookings with freight forwarders, courier companies, logistics providers, and transport vendors.
• Coordinate flight bookings and transportation arrangements whenever required.
• Monitor shipment progress from collection until final delivery.
• Track shipment status and provide regular updates to customers, suppliers, and internal stakeholders.
• Communicate with freight forwarders regarding shipment schedules, customs clearance, delivery arrangements, and documentation requirements.
• Liaise closely with customers to ensure shipment requirements are fulfilled accurately and on schedule.
• Work together with suppliers and vendors to coordinate collection, delivery, and transportation arrangements.
• Coordinate with warehouse personnel to ensure goods are received, stored, picked, packed, and dispatched correctly.
• Verify shipment quantities and ensure physical inventory matches documentation.
• Maintain accurate inventory records and update warehouse inventory systems promptly.
• Perform inventory reconciliation and investigate stock discrepancies whenever necessary.
• Assist with stock counting, inventory audits, and warehouse record maintenance.
• Ensure all inventory transactions are updated accurately and in a timely manner.
• Prepare daily, weekly, and monthly logistics and shipping reports.
• Maintain proper filing systems for shipping documents to ensure easy retrieval during internal reviews or external audits.
• Support the Sales Department by coordinating shipment schedules according to customer requirements.
• Work closely with Customer Service to ensure customer enquiries regarding shipment status are addressed promptly.
• Collaborate with Procurement and Purchasing teams regarding incoming materials and supplier deliveries.
• Coordinate with Finance Department whenever shipping documentation is required for invoicing purposes.
• Ensure operational activities comply with company policies, workplace safety standards, and shipping regulations.
• Identify operational issues and recommend practical solutions to improve workflow efficiency.
• Handle general administrative duties including data entry, document preparation, record maintenance, email correspondence, and report generation.
• Attend departmental meetings whenever required and provide administrative support to the operations team.
• Perform any additional duties or ad-hoc assignments assigned by supervisors or management.
Requirements
Candidates applying for this position should possess the following qualifications:
• Minimum one (1) year of relevant working experience in Shipping Administration, Logistics Administration, Warehouse Administration, Freight Forwarding, Supply Chain, or related industries.
• Candidates with additional experience in shipping coordination or logistics operations will have an advantage.
• Proficient in Microsoft Office applications, especially Microsoft Excel, Microsoft Word, and Outlook.
• Experience using ERP systems, Warehouse Management Systems (WMS), SAP, Oracle, or other inventory management software will be an added advantage.
• Strong organizational and multitasking skills.
• Excellent attention to detail with a high level of accuracy when preparing documentation.
• Good communication and interpersonal skills.
• Able to communicate effectively with internal departments, logistics providers, vendors, and customers.
• Able to prioritize multiple tasks and work under tight deadlines.
• Self-motivated with a positive working attitude.
• Responsible, reliable, and committed to maintaining high standards of work quality.
• Able to work both independently and collaboratively within a team environment.
• Willing to learn and adapt to changing operational requirements.
• Candidates who are able to commence work immediately or within a short notice period will have an added advantage.
What We Offer
Joining our company means becoming part of a supportive and professional working environment where employees are encouraged to grow and develop their careers.
Benefits include:
• Competitive monthly salary of up to SGD 2,600
• Stable full-time employment
• Five-day work week with weekends off
• Regular office working hours
• Professional and friendly working environment
• Opportunities to gain valuable experience in logistics and shipping operations
• Career development and advancement opportunities
• On-the-job training and continuous guidance from experienced team members
• Exposure to shipping administration, inventory management, warehouse coordination, and supply chain operations
• Opportunity to work closely with different departments and external logistics partners
• Immediate hiring for suitable candidates
Why Join Us
This position offers an excellent opportunity for individuals who are looking to establish or further develop their careers within the logistics and supply chain industry. You will gain practical experience in shipping coordination, inventory control, documentation management, and operational support while working in a structured and collaborative environment.
If you are organized, proactive, detail-oriented, and enjoy administrative and logistics-related work, we encourage you to submit your application.
WhatsApp: +65 8900 5846
To apply for this job please visit jobs.hcmou.com.