Administrative Assistant

Position Summary

We are seeking a highly organized and detail-oriented Administrative Assistant / Document Expeditor to be based onsite in Thailand, supporting shipment documentation, logistics administration, and SAP goods receipt validation activities.

The role is responsible for the end-to-end management of shipment-related documentation, ensuring that all documents are collected, reviewed, validated, properly marked, scanned, distributed, and archived in accordance with company requirements. The successful candidate will act as the primary point of coordination between the local Thailand team, logistics providers, suppliers, and international stakeholders to ensure accurate and timely document processing.

This position requires a hands-on approach with physical and electronic document handling, strong attention to detail, and the ability to enforce documentation standards and compliance requirements.

Key Responsibilities

Shipment Documentation Management

• Collect, review, track, and maintain all shipment-related documentation received from suppliers, freight forwarders, logistics providers, and internal stakeholders.
• Ensure a hands-on and proactive approach to monitoring shipment documentation throughout the shipment lifecycle.
• Verify completeness, accuracy, and consistency of all shipping documents before further processing.
• Scan and electronically distribute shipment documentation to relevant countries, project teams, and stakeholders within defined timelines.
• Maintain accurate and well-organized electronic and physical filing systems for all shipment records.

Document Compliance and Quality Control

• Ensure that all shipping documents are received in English in accordance with company and project requirements.
• Identify and report any instances where shipment documentation is received in German or any non-approved language.
• Coordinate with suppliers, logistics providers, and relevant parties to obtain corrected English-language documents when required.
• Perform document quality checks to ensure compliance with internal standards and customer requirements.
• Escalate documentation discrepancies and follow through until resolution.

TRT Document Marking Compliance

• Ensure all shipment documents contain the mandatory TRT-specific markings, references, annotations, and identifiers as defined by internal procedures.
• Review shipping documentation to verify that all required references and markings have been applied correctly prior to circulation.
• Coordinate corrections with suppliers, logistics providers, and internal teams when required markings are missing or incorrect.
• Maintain consistency and compliance of documentation across all shipments.

SAP Goods Receipt Validation

• Perform Goods Receipt (GR) validation activities within SAP.
• Verify shipment documents against SAP records and transactions.
• Identify discrepancies between physical documentation and system records and coordinate corrective actions.
• Support reconciliation activities related to goods receipts and shipment documentation.

Administrative and Logistics Support

• Prepare and arrange shipment of original hard-copy documents to the Head Office when required.
• Support document tracking, reporting, filing, and administrative coordination activities.
• Monitor document status and proactively follow up on outstanding actions.
• Assist with maintaining documentation records for compliance, audit, and operational requirements.

Stakeholder Coordination

• Act as a liaison between the Thailand operations team, suppliers, freight forwarders, logistics providers, and international stakeholders.
• Communicate documentation requirements, issues, and status updates effectively.
• Ensure timely resolution of documentation-related queries and concerns.

Required Qualifications

• Diploma or Bachelor's Degree in Business Administration, Logistics, Supply Chain Management, or a related discipline.
• Minimum 2-5 years of experience in Administration, Document Control, Logistics Coordination, Shipping Documentation, or a similar role.
• Experience working with shipment, export/import, logistics, or supply chain documentation is preferred.
• Experience with SAP transactions, particularly Goods Receipt processes, is an advantage.
• Experience working in a Manufacturing Unit is preferred.

Required Skills and Competencies

Technical Skills

• Basic knowledge of SAP, particularly Goods Receipt validation and related transactions.
• Proficiency in Microsoft Office applications (Word, Excel, Outlook).
• Experience with document scanning, electronic filing, and document management systems.