Warehouse Admin (Site Coordinator)

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UCT is looking for a talented Warehouse Admin to join us in Singapore!

The Office Operation Coordinator is accountable for keeping the Singapore Operations Manager's agenda, shipments, inventory records and ERP/SAP data accurate, timely and audit-ready, so that customer orders ship on time and the FSS Singapore team can focus on revenue and service. The role directly protects customer delivery performance (internal Sales and Customer Service, external customers and freight forwarders) and reduces financial leakage from record errors, delayed shipments, unresolved RMA/credit-note items and audit findings.

Essential Duties and Responsibilities:

1

Administrative support to the Operations Manager: action-item tracking and follow-up, meeting coordination, travel arrangements, visitor support and departmental events

15%

2

Preparing and maintaining operational reports, dashboards, presentations and management updates (weekly KPI, backlog and shipment status)

10%

3

Warehouse administration: inventory records, shipment documentation, stock-count support and logistics coordination

15%

4

Coordinating and monitoring inbound and outbound shipments with freight forwarders; tracking delivery and flagging delays

12%

5

Maintaining ERP/SAP data accuracy and supporting set-up, maintenance and governance of Operations master data (MDG)

13%

6

Cross-functional coordination with Sales, Customer Service, Supply Chain, Finance, Freight Forwarder and Warehouse; customer order administration, purchase-order tracking and escalation follow-up

15%

7

Office administration: vendor coordination, office supplies and document control

8%

8

Supporting audits, compliance activities, SOP documentation and continuous-improvement initiatives

8%

9

Other duties assigned by the Operations Manager

4%

Total

100%

Knowledge, Skills and Abilities

Area

Level required

Example that illustrates proficiency

Microsoft Office (Excel, Word, PowerPoint, Outlook)

Intermediate to advanced Excel (lookups, pivot tables, basic macros optional)

Builds a weekly open-order and shipment-status tracker with pivot tables that reconciles to SAP and is presentable without rework

ERP/SAP (order, inventory, delivery documents)

Working knowledge; SAP experience an advantage

Posts and corrects delivery and goods-movement records, and traces a stock variance back to the originating transaction

Master data (MDG) governance

Basic to working

Raises a complete customer/material change request with correct fields so it passes approval at first submission

Logistics and shipping documentation

Working knowledge (invoice, packing list, AWB/BL, customs and export documents, Incoterms)

Catches a document mismatch (quantity, HS code, consignee) before the shipment is released

Warehouse and inventory administration

Working knowledge

Supports a cycle count, investigates differences and updates records with a clear audit trail

Communication and stakeholder coordination

Strong written and spoken English; able to deal with senior management, customers and forwarders

Writes a one-page escalation update that tells Sales and the customer what happened, the impact and the next date

Organization, detail and multitasking

Strong

Runs 20-plus open items from the Operations Manager's action tracker with owners and due dates, and closes the loop without reminders

Ownership mindset

Strong

Spots a recurring error (e.g., repeat credit-note or RMA delay), proposes a fix and updates the SOP

Confidentiality and compliance

Strong

Handles customer and pricing data in line with company policy and the Singapore PDPA

Educational / Certification Requirement

Minimum

Preferred

Education

Diploma in Business Administration, Supply Chain, Logistics, Operations Management or related discipline

Bachelor’s degree in supply chain, Logistics, Business or a related field

Designations / certifications

Non mandatory

Any of: SAP end-user or SAP MM/SD module certificate; Microsoft Office Specialist (Excel); WSQ / SkillsFuture logistics or warehouse operations certificate; Incoterms / export documentation course; ISO 9001 internal-auditor awareness

 Experience Requirement

Minimum

Preferred

Years

2 years in administrative, operations, warehouse, logistics or customer-support work

4 to 6 years, including at least 2 years supporting a manager or department head (the "senior" level)

Previous responsibilities

Document handling, record keeping, order or shipment coordination, Excel reporting

Shipment tracking with freight forwarders, ERP/SAP transactions, master data maintenance, audit or SOP support

Industry

Any manufacturing, trading or logistics environment

Semiconductor, capital equipment or technical-products distribution, with export / import and RMA exposure

Working Experience

• Operations or logistics executive / coordinator in a Singapore-based manufacturing, semiconductor or distribution company
• Warehouse administrator or inventory / shipping documentation officer
• Customer service or order administration officer using ERP/SAP
• Executive assistant or office administrator to an operations or regional manager, with exposure to reporting and vendor coordination
• Trade-compliance or freight-forwarding coordinator (advantage)

Forward thinking (from role to outcome):

• Role tasks feed accurate SAP and shipment data, which gives on-time delivery and clean reports, which gives faster collections, fewer credit-note disputes and fewer audit findings. Each of the 9 duties links to at least one success measure below.

Reverse thinking (from failure back to the role):

• If a shipment is late, an invoice is disputed or an audit finding is raised, what skill was missing? Typically document accuracy, follow-up discipline or SAP data quality. That is why the KSA table stresses detail, ownership and SAP, and why Duties 3 to 6 carry about 55% of time.
• If the hire fails within 6 months, the likely causes are weak Excel/SAP skills, poor English communication with forwarders, or treating the job as clerical. The preferred experience and proficiency examples screen for these.
• Hiring-risk note: the job title says "Assistance" but the duties are Senior level (data governance, audit, cross-functional escalation). Consider the title "Senior Operations Administrator" or "Senior Office Assistant" to attract the right level and avoid grading mismatch.

Key success measures:

• On-time completion of operational tasks and action items (target 95% or better by due date)
• Accurate operational and system records (no repeat SAP/MDG errors; clean count and audit results)
• Effective support to the Operations Manager (updates delivered on a fixed weekly cadence)
• Improved operational efficiency and customer support (shorter shipment-to-invoice and RMA/credit-note cycle)
• Compliance with company processes and policies