Operations Assistant

Company Overview / Employee Value Proposition

Pipeline Process & Systems has been a solutions provider for process industries, offering a comprehensive range of valves and instruments to clients in Singapore and regional countries since 2004. We serve diverse industries including utilities, water treatment, microelectronics, power plants, chemical, marine & offshore, and process automation.

You will verify customer purchase orders against quotations, create and manage sales and purchase orders, coordinate with operations and vendors to confirm orders and delivery dates, and support invoicing and payment follow‑ups to ensure smooth order processing and customer satisfaction.

• Verify customer purchase orders against issued quotations and resolve discrepancies with the Sales Team to ensure order accuracy
• Create accurate and complete Sales Orders in the system to support order fulfillment
• Raise Purchase Orders on indent promptly upon receiving customer orders to maintain supply chain flow
• Dispatch Sales and Purchase Orders to the Operations team to coordinate with customers and vendors on order confirmation and delivery scheduling
• Create and maintain spreadsheets or databases to track all incoming orders for effective monitoring
• Support the Sales Director by preparing sales quotations for assigned House-Accounts customers (Inside Sales) to assist sales efforts
• Provide backup support to the Operation Manager as needed to maintain operational continuity
• Generate invoices based on completed delivery orders and submit them to customers to facilitate timely payment
• Send monthly Debtors Statement of Accounts (SOA) to customers and follow up on payment schedules to manage receivables
• Handle office administrative tasks such as managing stationery, mails, pantry supplies, and other assigned duties to support office operations
• Perform any other duties assigned by Management to contribute to team goals

• Proficiency in data entry and working with spreadsheets and systems to ensure accurate order processing
• Ability to communicate effectively with internal teams, customers, and vendors to support order coordination
• Attention to detail and accuracy in processing orders and documentation to minimize errors
• Ability to work independently and collaboratively within a team to meet deadlines and support operations

• Hands-on knowledge of Auto Count Accounting or an ERP system to enhance order and invoice management
• 1–2 years of experience in a similar position to apply relevant skills and knowledge
• Good command of English to facilitate clear communication