Administrative & Logistics Executive

Role Overview

We are seeking a proactive, organized, and detail-oriented Administrative & Logistics Executive to support daily operational coordination, packing workflow, dispatch management, and administrative processes within our fast-paced compounding pharmacy environment. The ideal candidate should be able to manage multiple responsibilities efficiently, maintain accurate records, coordinate deliveries effectively, and support smooth day-to-day operations while ensuring compliance with company SOPs and operational standards.

Key Responsibilities

Packing & Delivery Coordination

• Coordinate and monitor packing activities according to SOP and labelling requirements.
• Liaise closely with the lab team to ensure products are packed accurately and prepared for timely delivery.
• Schedule and coordinate deliveries with in-house drivers and third-party logistics providers.
• Track parcels, monitor delivery status, and follow up to ensure timely dispatch and successful delivery.
• Maintain accurate delivery records, packing logs, and operational documentation.
• Escalate delivery delays, packing discrepancies, or operational issues to the relevant personnel promptly.

Administrative & Operational Support

• Coordinate and channel phone calls, emails, and operational requests to the appropriate sales team member or relevant personnel.
• Provide efficient and independent administrative support to ensure smooth daily operations.
• Facilitate delivery orders, process additional client requests, and update order records accurately.
• Handle daily operational checklists and sort prescriptions according to internal procedures.
• Ensure compliance with SOPs, internal processes, and management instructions at all times.
• Use Google Drive for document organization and storage, Google Docs for internal reports, and Google Sheets for operational tracking and coordination.
• Assist in managing Google Forms for internal data collection, order tracking, feedback, and inventory-related processes.

Data Entry & Documentation

• Perform accurate data entry and maintain updated operational and administrative records.
• Assist with invoice generation, filing, and maintenance of documentation systems.
• Update company spreadsheets and tracking systems while ensuring data accuracy and consistency.
• Collaborate with internal teams through shared Google Workspace systems to support workflow coordination and document control.
• Maintain confidentiality and professionalism when handling company, doctor, patient, and operational information.

Requirements

• Minimum SPM qualification; Diploma in Business Administration, Operations, or related field is an added advantage.
• Preferably able to communicate in Mandarin and/or Cantonese due to coordination requirements with Mandarin-speaking dispatch personnel.
• Experience in administrative work, logistics coordination, operations support, or customer service is preferred.
• Strong organizational, communication, and time management skills.
• Ability to multitask and work efficiently in a fast-paced operational environment.
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Experience using Google Workspace (Google Sheets, Google Docs, Google Drive, Google Forms) for operational coordination and document management.
• Familiarity with accounting software, especially AutoCount, is an added advantage.

Performance Expectations

The ideal candidate should be able to:

• Coordinate deliveries accurately and on time.
• Maintain organized, accurate, and error-free records.
• Handle urgent operational matters calmly and responsibly.
• Follow SOPs strictly without shortcuts.
• Communicate professionally