The posting
We are looking for a hands-on, organised, and versatile E-CommerceOperations & Admin Executive to manage the company's day-to-day administrative and e-commerce operations.
Our company specialises in consumer electronics and sells across multiple online platforms, including Shopee, Lazada, TikTok Shop. Our main sales channel is TikTok Live, supported by our in-house livestream team and collaborations with external livestream hosts.
The successful candidate will play an important role in ensuring smooth daily operations, accurate order processing, efficient inventory management, timely shipment coordination, and effective communication between suppliers, freight forwarders, customer service, and the livestream team.
This is a multi-functional role that requires someone who is willing to handle a variety of responsibilities, learn new systems, solve problems independently, and support different departments as needed.
Key Responsibilities
1. E-Commerce & Inventory SystemManagement
- Create and maintain product listings, SKUs, and product information in the company's inventory management system.
- Perform sales order processing, invoicing, order completion, and related system transactions.
- Maintain accurate inventory records and assist with stock movement tracking, including stock-in and stock-out transactions.
- Monitor inventory availability and coordinate with relevant departments to minimise stock discrepancies and fulfilment delays.
- Ensure all system records are updated accurately and promptly.
2. Multi-Platform Order Management
- Manage and process orders from Shopee, Lazada, TikTok Shop, and Shopify using BigSeller.
- Monitor incoming orders, payment and fulfilment statuses, cancellations, returns, and other order-related issues.
- Coordinate with the warehouse team to ensure orders are processed, packed, and dispatched on time.
- Investigate order discrepancies and resolve routine order processing issues.
- Ensure orders are handled accurately and in accordance with each platform's operational requirements.
3. Supplier, Freight Forwarder &Shipment Coordination
- Communicate with suppliers regarding product purchases, order confirmations, stock availability, production or dispatch schedules, and delivery arrangements.
- Coordinate with freight forwarders on shipment bookings, collection, international transportation,customs clearance where applicable, and delivery to the warehouse.
- Track shipments from the initial purchase order through international transportation, warehouse arrival, and inventory receiving.
- Follow up proactively on delayed shipments, missing items, damaged goods, and discrepancies.
- Coordinate with the warehouse team to ensure incoming goods are checked, recorded, and properly entered into the inventory system.
- Maintain organised records of purchase orders, shipment details, delivery documents, and supplier communications.
4. Customer Service
- Respond to customer enquiries across the company's e-commerce platforms and other designated communication channels.
- Handle common customer issues relating to product information, order status, delivery delays, cancellations, returns, and exchanges.
- Provide timely, professional, and helpful responses to customers.
- Follow up on unresolved cases and escalate complaints, refund requests, or complex issues to management when necessary.
- Monitor customer service cases to ensure timely resolution.
5. Livestream Operations & HostCoordination
- Work closely with the in-house livestream team to support daily livestream operations.
- Coordinate communication and working arrangements with external livestream hosts and collaboration partners.
- Assist with livestream scheduling, host availability, booking arrangements, and timetable coordination.
- Follow up on livestream arrangements, product information, pricing, promotions, and other operational requirements.
- Ensure smooth communication between the livestream team and other departments to support sales activities.
- Provide administrative and operational support before, during, and after livestream campaigns when required.
6. General Administration &Operational Support
- Handle the company's day-to-day administrative tasks and maintain organised digital and physical records.
- Prepare and update operational documents, reports, spreadsheets, and tracking sheets.
- Maintain proper documentation for orders, purchases, shipments, inventory, and other business transactions.
- Coordinate across departments to ensure tasks are completed accurately and on schedule.
- Assist management with ad hoc administrative and operational duties as required.
Requirements
- Previous experience in e-commerce operations, administration, order processing, inventory management, or customer service is preferred.
- Familiarity with Shopee, Lazada, TikTok Shop, Shopify, or similar e-commerce platforms is an advantage.
- Experience using BigSeller or inventory management systems is preferred.
- Knowledge of ERP or stock management systems is an advantage.
- Good communication and coordination skills when dealing with suppliers, freight forwarders, customers, and internal teams.
- Proficient in Microsoft Excel or Google Sheets, with good data entry and record-keeping skills.
- Good command of written and spoken English. Mandarin proficiency is an advantage for communicating with Chinese-speaking suppliers.
- Strong organisational skills, attention to detail, and the ability to multitask.
- A proactive problem-solver who can work independently and follow up on outstanding matters.
- Willing to learn new systems, take ownership of responsibilities, and support different areas of the business.
- Able to work in a fast-paced e-commerce environment, especially during livestreams and promotional campaigns.
- Salary and incentives can be discussed.
Ideal Candidate Profile
We are looking for a practical, resourceful, and responsible team player who is comfortable handling a variety of tasks rather than focusing on just one function.
The ideal candidate should be able to manage routine operations independently, identify issues early, communicate effectively with different parties, and ensure that daily business processes run smoothly. Candidates with relevant e-commerce, administrative, or operations experience may also be considered.
Relevant experience and practical skills will be given more weight than academic qualifications.
If you are organised, adaptable, detail-oriented, and enjoy working in a dynamic e-commerce environment, we welcome you to apply.
