Ecommerce Admin Support

Job Overview

We are looking for a detail-oriented and proactive E-Commerce Admin Support to assist in daily online business operations. This role plays a critical part in ensuring smooth administrative processes, accurate data reconciliation, and effective cross-department coordination.

Key Responsibilities

1. Documentation & Paperwork Processing

• Handle and process all operational documents including invoices, agreements, contracts, and signature requests.

• Ensure all documents are accurately recorded, properly filed, and communicated to relevant departments.

• Maintain up-to-date documentation for audit and compliance purposes.

2. Data Reconciliation & Reporting

• Perform regular reconciliation of transaction and order data with Finance, logistics partners (e.g., JNE), and internal systems.

• Identify discrepancies, investigate root causes, and coordinate with related teams to resolve issues promptly.

• Support Finance and Operations teams with data summaries, reports, and required documentation.

3. Cross-Department Coordination

• Collaborate closely with Customer Service, Store, and Warehouse teams to validate order status, stock availability, customer complaints, and delivery discrepancies.

• Ensure timely follow-up and proper escalation of operational issues.

• Align information across departments to minimize delays and operational errors.

4. Returns & Refund Management

• Monitor, process, and follow up on customer return and refund requests.

• Coordinate with Warehouse and Customer Service teams to ensure returned goods are received, checked, and updated in the system.

• Work with Finance to ensure refund payments are completed accurately and on schedule.

5. Market & Competitor Monitoring

• Conduct regular monitoring of competitor pricing, promotional activities, and product availability across online platforms.

• Prepare weekly/monthly competitor insight reports to support pricing strategies and promotional planning.

• Highlight trends, opportunities, and risks to the Online Operations and Marketing teams.

Requirements

• Minimum Bachelor’s Degree in Management, Accounting, Business, or related fields.

• At least 1 year of experience in e-commerce, operational support, or administrative roles.

• Strong attention to detail and good analytical skills.

• Proficient in Microsoft Excel (VLOOKUP/XLOOKUP, Pivot Tables).

• Good communication and coordination skills.

• Able to work independently and collaboratively within a team.