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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

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