Admin And Support

HLN RUBBER PRODUCTS PTE. LTD. is hiring a Full time Admin And Support role in Kallang, Singapore. Apply now to be part of our team.

On Daily / Weekly Basis:

• Data entry and documents filing (HLN, Apostar SG, Apostar MY).
• Verify vendor quote, provide quote to HRI / PTH, check through client new order and record into system.
• Verify vendor quote, issue HRP PO to vendors once received confirmation from HRI / PTH, issue Apostar PO to vendors once received confirmation from HLN.
• Get signature / email approval from Mr Cheong for HRP PO amount exceed SGD 30k.
• Check and provide documents for stock receiving, issue DO after GRN completed (HRP AccPac).
• Coordinate with HRI / PTH to ensure timely supply of materials to support production needs, urgent / shortage of raw materials if any.
• Perform central purchasing of raw materials for HRI / PTH, price negotiation with vendors to match other vendor's quote in lower price (if any) and issue quote to HRI / PTH.
• CP and Apostar to support HRI / PTH for sourcing, negotiating and purchasing of raw materials for any new project request.
• Coordinate with HRI / PTH / forwarder for delivery shipment arrangement (HLN / Apostar), and freight cost (Apostar), or any other special shipment.
• Prepare HRP documents requested including commercial invoice, packing list for HRI / PTH for shipment arrangement.
• Prepare Apostar shipping documents to HLN (proforma invoice, tax invoice, DO, commercial invoice, packing list, overseas shipment B/L, COA, etc).
• Prepare stock code maintenance form for new raw material, vendor master maintenance form, customer master maintenance form, credit request application form, document change notification form, invoice adjustment form, stock adjustment form for HLN finance to update in AccPac (if any).
• Maintain and keep record of HLN / Apostar documents in server (HLN server, Apostar Netgear ready cloud).
• Administrative tasks in Apostar SG / MY (HR matters, staff claims, office matters, license application, etc – coordinate & arrange work with Apostar JB staff, Amy for Apostar MY).
• Coordinate with Apostar SG/MY's banker for any bank related matters.
• Assist & support Mr Tan on TEC International Cyprus / other companies' matters if any.
• Assist in other ad-hoc duties.

• Prepare monthly material planning report, (request HRI / PTH to provide monthly order sheet, planning sheet).
• Monitor and follow up with HRI / PTH (order sheet, planning sheet) for upcoming order.
• Prepare payroll submission for Apostar MY.
• Prepare payment for Apostar SG / MY's vendors, filling of payment voucher with supporting documents.
• Monthly check on Apostar SG & MY's accounting record and documents filing (QuickBooks).
• Check in eBay website if any order payment received / any eBay invoice for payment.
• Check, coordinate & arrange with forwarder / HRI / PTH if any special shipment.

• Prepare and compile info for central purchasing report (compile data from HRI / PTH material substitution report, HRI / PTH purchasing KPI report, HRP material substitution report, HRP sales report), email report to Mr Cheong and Mr Tan.
• Go through / check through HRI / PTH CRM price list.
• Monitor and follow up with HLN chemists in material substitution testing status.

• Liaise with outsource accounting firm for preparing financial statement, audit report for Apostar MY.
• Coordinate and provide supporting documents to auditor.
• Apostar MY company secretary annual compliance & service renewal.
• Company annual subscription payment (e.g. Apostar email, HLN Wix.com, etc).
• Annual CP KPI review for HLN chemists, email to Mr Cheong together with CP report (December).
• According to KPI review, CP to monitor the performance targets for the year.