Operations Executive

Responsibilities

• Provide overall administration support to the Operations Team
• Coordinate with internal and external stakeholders such as clients and contractors to ensure order fulfilment and proper documentation and billing
• Liaise, coordinate, plan job assignments for contractors according to work schedule and requirements while ensuring that budget and cost are in control
• Administer the procurement process, this includes sourcing, requesting quotes in accordance with the procurement policy, obtaining approval, coordinating with vendors for the delivery of goods and services, and managing post-delivery actions
• Communicate and liaise with clients on their job request, prepare pricing and costing in accordance with the framework which includes seeking approval of the proposed quotation, issuance of quotations, issuance of service delivery reports, etc
• Manage inventory systems, including machinery, equipment and consumables. This involves conducting regular stock checks, administering records to track incoming and outgoing stock, and ensuring proper inventory management
• Maintain and analyse staff incentives, compliment, complaint and engagement feedback trackers, and recommend appropriate follow-up actions
• Prepare and coordinate with the Operations Team and Finance Department on monthly and ad-hoc billing for completed works, including the calculation of liquidated damages and preparation of the corresponding credit notes
• Assist on overtime claims on the Time-Management System in accordance with time sheets approved by Manager
• Support staff engagement initiatives by preparing monthly newsletters, planning employee activities and festive celebrations, developing Electronic Direct Mail (EDM) and training interactive quizzes to encourage participation
• Any other administrative and operational duties assigned

Requirements

• Diploma in any field
• At least 1 years of relevant experience
• Proficient in MS Office preferred
• Highly resourceful, independent and able to work in a fast-paced environment
• Excellent communication, organizational and interpersonal skills
• Adaptable, resilient and able to work under pressure
• Self-driven nature with strong attention to detail