Order Management & Admin Assistant
Position Title:
Order Management & Admin Assistant (Fixed-Term Reliever)
Employment Type:
- Fixed-Term / Reliever
- Period: May 2026 to February 2027
Job Category:
Administrative Support / Order Management / Data Entry / Operations Support
Work Schedule:
Day Shift, 9:00 AM to 6:00 PM
Job Summary:
We are looking for a reliable and detail-oriented Order Management & Admin Assistant (Reliever) to support daily order processing and administrative operations during a temporary coverage period. This role is critical in ensuring timely and accurate order entry, shipment coordination, invoicing support, and documentation control across internal departments.
The ideal candidate has solid experience in order processing, SAP/ERP transactions, shipping documentation, and administrative coordination, and is able to work with speed, accuracy, and a strong sense of ownership. We are looking for someone who can step in quickly, support the team during peak periods and leave coverage, and help maintain smooth day-to-day operations.
Key Responsibilities:
- Handle daily order processing, including order taking, order entry, order confirmation, and progress tracking
- Coordinate closely with Sales / Business, Warehouse, Logistics, Customer Service, and other relevant departments to ensure smooth and timely shipment execution
- Monitor inventory availability and support delivery scheduling based on order requirements
- Prepare, check, and organize shipping documents, reconciliation files, and related operational forms
- Assist in invoicing, including electronic and paper invoice processing, and provide basic accounting support where needed
- Use SAP / ERP systems for order creation, shipment monitoring, and data maintenance
- Respond to urgent orders, customer requirement changes, and unexpected operational issues in a timely manner
- Support team coverage during employee leave and periods of high workload
- Maintain accuracy and completeness of order data, ensuring compliance with internal procedures and company requirements
- Assist in preparing financial and regulatory documentation related to order processing
- Provide additional administrative and coordination support for ad hoc tasks, projects, or peak business periods
Candidate Requirements:
Work Experience:
- At least 3 years of relevant experience in order management, order processing, sales administration, logistics coordination, shipping documentation, or administrative support
- Experience in a fast-paced trading, distribution, logistics, manufacturing, or customer support environment is preferred
Educational Background:
- College diploma or university degree in Business Administration, Office Administration, Logistics, Supply Chain, Document Management, Transportation Management, or a related field
Language Requirements:
- Chinese: workable to good level in listening, speaking, reading, and writing
- English: basic to intermediate working level, especially for reading, writing, and coordination
Technical Skills:
- Hands-on experience using SAP / ERP systems
- Proficient in Microsoft Word, Excel, Outlook
- Chinese typing ability of 50–75 words/characters per minute
- Comfortable handling data entry, trackers, and document control tasks
Preferred Profile:
We are looking for someone who is:
- Highly organized and detail-oriented
- Accurate in encoding and documentation
- Responsive and able to work under time pressure
- Comfortable coordinating with multiple departments
- Dependable, mature, and able to support the team with minimal supervision
- Able to manage routine work while staying calm during urgent or changing requirements
Core Skills:
- Order processing and monitoring
- Shipping and delivery coordination
- Document preparation and file management
- Data accuracy and reconciliation
- Invoicing and administrative support
- Cross-functional coordination
- SAP / ERP data entry and updates
- Handling urgent requests and changing priorities