Admin Officer

This role primarily supports the Operations Director, acting as a key administrative and coordination partner to ensure the smooth running of sales operations across regions. This role will also provide structured support to the global sales team, with a strong focus on organisation, documentation control, and cross-functional coordination.

This position is ideal for someone with a solid administrative / EA / office support background who enjoys working in a structured, detail-driven, and fast-paced environment.

Requirements

• Diploma or Degree in Business Administration or related field
• 8–10 years of experience in administration / EA / coordination / sales support roles
• Strong command of English, Cantonese, and Mandarin
• Proficiency in SAP and MS Office (Excel, Word, PowerPoint)
• Strong sense of ownership, discretion, and attention to detail

Core Responsibilities

1. Executive & Administrative Support (Operations Director)

• Provide day-to-day administrative support to the Operations Director
• Coordinate schedules, meetings, and follow-ups
• Prepare reports, summaries, and presentations for management review
• Assist in tracking key business updates, action items, and priorities
• Support internal communication and coordination across departments
• Handle sensitive documents with a high level of confidentiality

2. Administrative & Coordination Support (Sales & Operations)

• Act as a central coordination point between Sales, Finance, Logistics, and external stakeholders
• Maintain organised filing systems for contracts, POs, quotations, and LC documents
• Track ongoing processes, pending items, and ensure timely follow-ups
• Support internal approvals and documentation workflows
• Assist in consolidating reports and operational data

3. Sales Administration (Documentation & Process Control)

• Handle Internal PO, Customer PO, quotations, contracts, and related documentation
• Ensure all documentation is accurate, aligned, and properly recorded
• Highlight and track any discrepancies or special terms
• Coordinate with regional teams to ensure completeness of documentation
• Maintain SAP records (SO, PO, invoices, credit terms)
• Ensure proper documentation for audit and compliance purposes