Administrative Associate

Position Purpose

To provide operational and administrative support for the Fresh Produce (Fruits & Vegetables) Division. The Assistant will support daily document matching, supplier credit note tracking, SAP/WMS system reporting, SFA inspection coordination, and DC site sorting support.

Key Responsibilities1. Document Matching & Finance Submission Support

• Import PO & Invoice Processing: Receive, print, and match Vegetables import POs, delivery orders, and invoices for DC receiving and Finance submission.
• Credit Note (CN) Tracking & Printing: Compile supplier credit note claims, track supplier responses, print completed CN documentation, and submit them to Finance/Valerie.
• Vendor & Service Provider Documentation: Check, print, and organize service provider sorting documents and service completion records prior to finance submission.

2. System Reporting & Inventory Tracking (SAP & WMS)

• Daily Report Extraction: Extract and compile operational reports (WMS Aging Report, Fairshare Report, PO Receiving Summary, and Stock Fulfilment Summary).
• SAP Data Monitoring: Run T-Codes (MB52, ME2N, MB51, MM43) to check Stock-on-Hand (SOH), PO statuses, movement types, and article details.
• Out of Stock (OOS) & Supply Tracking: Assist Daryl in compiling and sending out Out of Stock (OOS) and supply drop-off updates to Buyers.
• Google Sheet Master Tracking: Maintain regular entries for ongoing sorting cases, supplier credit note claims, and Write-Off records.

3. Distribution Centre (DC) & On-Site Operations

• Non-Conformance (NC) Area Sorting Support: Assist Daryl on-site during DC receiving hours to inspect, sort out the NC area, and log items marked for disposal or FOC store allocation.
• Sorting Case Follow-Up: Monitor external service providers and suppliers on ongoing sorting progress (tracking duration, returned quantities, and resolution updates).
• Quality Control (QC) App Updates: Assist in inputting incoming QC failures and outgoing QC routine reports in the system.

4. Regulatory Compliance & Returns Coordination

• Singapore Food Agency (SFA) Inspection Logistics: Update SFA inspection group chats, coordinate with transporters for TMC shipments, and prepare inspection documentation (Permits, Invoices, Bills of Lading).
• Returns & RTV Creation: Assist in processing Return-to-Vendor (RTV) documents and aggregating weekly returns summaries for Vegetables DC.

Task Breakdown & Rhythms

Shift / Frequency

Routine Tasks

Daily Tasks

• Check overnight emails and follow up on pending queries.

• Extract auto-generated SAP/WMS reports (Aging, Fairshare, PO Receiving).

• Receive & print import POs/invoices for Vegs DC.

• Assist Daryl on-site in DC for Fruits receiving and NC area sorting.

• Prepare SFA inspection documents and post updates in group chats.

• Compile supplier Credit Notes and service provider sorting documents.

• Assist in updating and sending the OOS / Supply Drop-Off report.

• Perform SAP T-code checks (MB52, ME2N, MB51).

Weekly Tasks

• Fridays: Compile weekly Vegs returns and write-off consolidation reports.

• Saturdays (If scheduled): Assist in emailing weekly credit note claim compilations to suppliers.

Ad-Hoc / Duty Coverage

• Assist as backup coverage for team member.Key Performance Indicators (KPIs)

• Accuracy: 100% precision in PO, Invoice, and Credit Note matching prior to Finance submission.
• Timeliness: Prompt extraction of morning reports and daily OOS updates dispatched efficiently.
• Data Integrity: Routine maintenance of Google Sheet tracking logs for sorting, write-offs, and claims.

Requirements

• Education: Diploma or Higher Nitec in Logistics, Supply Chain Management, Business Administration, or related fields.
• Experience: 1-2 years of experience in warehouse operations, fresh produce/FMCG distribution, or administrative support is preferred.
• Technical Skills:
• Proficient in Microsoft Excel (VLOOKUP, Pivot Tables) and Google Sheets.
• Familiarity with SAP (T-Codes MB52, ME2N, MB51, MM43) and WMS systems is a strong advantage.
• Soft Skills: Detail-oriented, strong organizational skills, and effective communication skills via WhatsApp and email for inter-departmental coordination.
• Working Conditions: Willingness to perform physical checks in a cold-chain Distribution Centre environment.