Administration Executive

PRIMARY DUTIES AND RESPONSIBILITIES :

• Work closely with outsourced Professional Service Provider on Accounting, Taxation, yearly Financial Audit, Corporate Secretarial, and other Singapore regulatory requirements; as well as monthly reporting to Sweden and financial review with Finance Controller.

• Manage billing, ensure items & qty are billed as per quotation/offer with Proof of Delivery (POD) for record keeping, monthly submission of reports to customer. For export orders, to obtain proof of export and transactions for zero-rating tax invoice.

• Work with customers and Strategic Account Managers (SAM) on Accounts Receivables (AR), includes submission of invoices to customers portal (if required) and supporting customers with their financial audit.

• Manage Accounts Payables include charges verification and process fund transfer transactions for approval, and timely payment to ensure suppliers continuous support.

• Local HR related matters include reimbursement claims processing, health and insurance arrangement, leaves update, job posting, interview arrangement, onboarding of new employees and exit clearance for leaving employees.

• Support Managing Director based in Germany with finance administrative related matters for Singapore office.

• Procurement and liaise with vendors on purchases/services required for office/station upkeep.

• Inventory transactions recording using Ecount system for monthly reporting, to work with the Station Manager on any stock in/out/write-off.

• Coordinate on incoming shipment from Germany to the Station includes obtaining arrival schedule, update Station and landlord on truck in/out schedules, and arrange GST payment. Update Germany on shipment receipt for billing invoice, submit complain form to Germany if any discrepancy or damaged received.

• Inventory replenishment calculation for PO to Germany, based on net demand forecast calculated from sales forecast. Follow up with Germany on shipping schedules and shipping documents to coordinate for import.

• Work with Pricing team and AR team on pricing for orders placed in the customer ordering portal.

• Support Customer Service Specialist team and Logistics team for export orders via sea freight or air freight with shipping documents preparation and liaising with the freight forwarder/customer/customers freight forwarder on import to customers country in the APAC region.

• Work with integrators and Freight Forwarder on Customs compliances for imports and exports.

• Corppass admin holder to access local government agencies web portal for application submissions, info retrievals and updates transactions on behalf of the company. Point of contact for local government bodies on surveys, update of employee details, government grants, etc.

• Administer the PharmaCo Singapore office in terms of upkeeping, phone call answering, filing, coordinate on receiving/service to be performed by vendors, etc.

• Work with IT in HQ on PharmaCo Singapore offices IT related matters.

Qualifications :

• Minimum 5-8 years experience in a similar role.

• Basic accounting knowledge.

• Strong organizational skills and ability to multi-task.

• Good understanding of MNC working culture and standard.

• Ability to work independently and resolve problems effectively.

• Good accuracy and attention to detail.

• Accountability.

• Proficient in Microsoft Office 365, particularly Outlook, Word and Excel.

• Experience in any ERP for billing and inventory recording.

Requirements :

• Reliable, positive, and high work ethic.

• Ability to keep confidential info.

• Being organized and meticulous.

• Flexibility to adapt to the changing needs of the business.

• Able to commence work immediately as soon as shortlisted.

Information :

• Company : ENVIROTAINER SERVICES PTE. LTD.
• Position : Administration Executive
• Location : Singapore
• Country : SG