Admin Assistance

at  VITOP PTE LTD

This job Provides support to managers, other employees, and office visitors by handling a variety of tasks to ensure that all interactions between the organization and others are positive and productive.

EDUCATION & EXPERIENCE:

• Minimum educational requirement: High School Diploma;
• Further education or certification in administrative support, accounting, or related field is preferred.

SKILLS & COMPETENCIES:

• Proven experience as an administrative assistant or in a similar role, with a focus on invoicing, order processing, and logistics coordination.
• Strong organizational and multitasking skills, with the ability to prioritize tasks and manage time effectively.
• Excellent communication and interpersonal skills, capable of working well with both team members and customers.
• Proficiency in using Microsoft Office Suite (Word, Excel, Outlook) and familiarity with administrative software.
• Experience with Xero and Netiquette: Familiarity with accounting and ERP software such as Xero and Netiquette will be considered a significant plus. Candidates with experience in using these platforms for financial transactions, inventory management, and customer relationship management will have an advantage.
• Attention to detail and problem-solving skills, with a focus on accuracy and efficiency in all tasks.

• Issue Invoices and Delivery Orders (DO): Prepare and issue accurate invoices and delivery orders to clients, ensuring all financial transactions are processed efficiently and in accordance with company policies.
• Order Processing: Take orders from clients, meticulously verifying order details and customer information to ensure accuracy and prompt fulfillment.
• Logistics Coordination: Arrange and coordinate logistics for the delivery of goods, including scheduling pickups and deliveries with logistics partners. Ensure timely and cost-effective transportation of products to customers.
• Administrative Support: Perform a variety of administrative duties, including but not limited to, data entry, file management, and maintaining records with utmost confidentiality and accuracy.
• Customer Service: Provide exceptional customer service by responding to customer inquiries and issues promptly, ensuring a positive experience and fostering lasting customer relationships.