Operations Admin Associate

3 days ago

Singapore HUPSTEEL PTE. LTD. Full time $40,000 - $60,000 per year
Job Overview

The Operations Associate supports the Group Operations Department in managing certification documentation, shipment verification, record maintenance, and coordination between the warehouse, sales, and administrative teams. The role ensures the accuracy, compliance, and traceability of all Mill Certificates and related documentation for steel products, contributing to smooth operational flow and delivery processes.

Key Responsibilities
1. DOCUMENTATION & CERTIFICATION MANAGEMENT
  • Scan, archive, and maintain Mill Certificates (Mill Certs) for all product categories, including pipes, flanges, fittings, forged steel, butt-weld, and structural steel.
  • Retrieve, verify, and print Mill Certs to ensure alignment with picking lists and delivery documentation.
  • Issue, reissue, and certify true copies of Mill Certs for delivery, self-collection, or upon sales request.
  • Upload and save Mill Certs to the SAP system and shared drives for traceability.
  • Cross-check and ensure all documentation meets product and shipment requirements.
  • Manually search and retrieve older or missing Mill Certs, Certificates of Origin, Bills of Lading, and related materials (ad-hoc - as and when required).
2. COORDINATION & VERIFICATION
  • Liaise with warehouse coordinators and supervisors to confirm product heat numbers for new and incoming shipments.
  • Resolve discrepancies between picking lists, heat numbers, and Mill Certificates.
  • Coordinate with sales and logistics teams regarding certification needs and delivery documentation.
  • Prepare specific certification documents such as FPC certificates and marking sheets.
3. FILING & RECORD MANAGEMENT
  • Maintain organized filing systems for both hard and soft copies of Mill Certs and delivery orders.
  • Compile and transfer old Mill Certs and delivery orders to designated storage rooms.
  • Label, box, and archive completed records according to company procedures.
4. ADMINISTRATIVE SUPPORT
  • Record daily attendance and overtime submissions for warehouse staff.
  • Verify and submit daily overtime reports to HR.

  • Support invoicing processes by collating and matching delivery documentation.

  • Assist in preparing and maintaining shipment documentation for audit or reference purposes.

  • Participate actively in the company's annual stock take exercise.

  • Support quality assurance and compliance efforts by maintaining accurate documentation and traceable records.
JOB REQUIREMENTS

  • Education: Minimum GCE 'O' Level or equivalent.

  • Experience: At least 1–2 years of administrative experience in operations, logistics, or documentation handling.

  • Skills:

  • Proficient in Microsoft Office and SAP (or equivalent ERP systems).
  • Strong organizational and document management skills.
  • Attention to detail and accuracy in data verification.

  • Good communication skills with internal sales, warehouse, HR, and operations teams.

  • Attributes:

  • Responsible, meticulous, and proactive in problem-solving.
  • Able to work independently and collaboratively in a fast-paced environment.

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