Admin Assistant (Shipping Coordinator) - #1101611

Job Description

To manage administrative responsibilities related to export processes, including handling export documentation, issuing sales orders, and generating proforma invoices. The role supports the smooth operation of international sales and ensures compliance with export regulations.

Key Responsibilities

1. Export Duties & Documentation

• Prepare export documents including invoices, packing lists, certificates of origin, and bills of lading.

• Coordinate with freight forwarders, shipping lines, and customs brokers to ensure timely shipments.

• Maintain accurate export records for audits and compliance.

• Track shipments and update customers with shipping documents.

• Ensure compliance with export laws and company policies.

2. Sales Order & Proforma Invoice Management

• Prepare proforma invoices based on customer inquiries and order requirements.

• Verify purchase orders for accuracy and completeness.

• Enter sales orders into Oracle NetSuite with correct pricing and delivery terms.

• Follow up with customers for order confirmation or amendments

3. Customer Communication & Support

• Act as the main contact for international clients on order status and documentation.

• Ensure labels meet customer specifications and country regulations.

• Provide prompt, professional customer support.

Qualifications and Skills

• Minimum O-Level or A-Level qualification.

• Experience with Oracle NetSuite or ERP systems is a plus.

• Proficient in MS Office (Excel, Word, Outlook).

• Excellent written and verbal communication skills.

• Strong attention to detail and organizational skills.

• Fluent in English and Chinese.