Operation & Admin Assistant

Appendix 1

Job Title: Operations & Admin Assistant
Department: Operations Department
Reports To: Operations Manager

Job Description:

The Operations & Admin Assistant is responsible for providing administrative and operational support to ensure the smooth execution of daily business operations, procurement activities, inventory management, project coordination, and sales support functions. This role supports the Company and any existing or future subsidiaries, affiliated entities, or related companies, assisting in maintaining accurate documentation, coordinating materials and logistics, monitoring project-related records, and facilitating communication between internal departments, suppliers, customers, and site teams to ensure operational efficiency across the Group.

Key Responsibilities:

Operations & Documentation Management

•      Handle and maintain proper documentation for all operational and administrative records, including invoices, delivery orders, purchase orders, contracts, inventory records, and project-related documents.

•      Prepare and maintain contract summaries, ensuring key terms, quantities, timelines, and project requirements are accurately recorded and updated for internal reference.

•      Maintain accurate records, databases, and filing systems for operational tracking, reporting, and audit purposes.

•      Prepare operational reports, status updates, and internal documentation as required by management.

•      Ensure proper document control and record retention in accordance with company procedures.

Procurement & Materials Coordination

•      Assist in procurement activities, including sourcing suppliers, requesting quotations, preparing purchase orders, and following up on deliveries.

•      Coordinate with suppliers, warehouse personnel, logistics providers, and site teams to ensure timely delivery of materials and equipment.

•      Track material orders, monitor delivery schedules, and update relevant stakeholders on material status.

•      Assist in monitoring material requirements and procurement timelines to support project execution.

•       Resolve minor supply and delivery issues by coordinating with suppliers and internal departments.

Inventory & Logistics Support

•      Coordinate with logistics and warehouse teams to ensure smooth movement of materials and inventory updates.

•      Prepare Inventory Transfer Notes and ensure accurate recording of stock movements in the system.

•      Maintain accurate inventory records and assist with stock reconciliation exercises when required.

•      Monitor stock levels and support inventory planning to ensure material availability for projects.

Sales & Administrative Support

•      Provide administrative and operational support to the sales team by managing customer inquiries, preparing quotations, processing sales-related documentation, and coordinating orders.

•      Maintain customer and sales records within the company's CRM or record management system.

•      Facilitate effective communication between customers, sales personnel, suppliers, warehouse personnel, and internal departments.

•      Assist in ensuring timely processing of customer orders and delivery arrangements.

Project & Operational Support

•      Assist in monitoring project schedules, material requirements, and procurement timelines to support timely project execution.

•      Coordinate with project teams to ensure operational and material requirements are fulfilled efficiently.

•      Support management with operational planning, coordination, and reporting activities.

General Administration

•      Provide general administrative support, including filing, data entry, report preparation, document management, and correspondence.

•      Assist management with operational reports, meeting documentation, and internal coordination tasks.

•      Coordinate with internal departments to ensure smooth daily operations and effective communication.

•      Handle incoming calls, emails, and enquiries and direct them to the appropriate personnel when necessary.

Group & Subsidiary Support

•      Support and manage operational, administrative, procurement, inventory, sales support, logistics coordination, and documentation functions for the Company and any existing or future subsidiaries, affiliated entities, or related companies as assigned by management.

•      Coordinate and maintain records, reports, contracts, procurement activities, inventory transactions, and operational documentation across the Group to ensure consistency, compliance, and operational efficiency.

•      Provide administrative and operational support to multiple business entities within the Group and undertake responsibilities as directed by management.

Ad-Hoc Duties

•      Perform ad-hoc administrative, operational, procurement, logistics, inventory, and coordination duties as assigned by management from time to time.

•      Undertake additional responsibilities that may be reasonably required to support the Company's operations and future business expansion.

Requirements:

Education:

•      Diploma, Advanced/Higher/Graduate Diploma, or equivalent qualification in Business Administration, Operations Management, Supply Chain Management, Logistics, Procurement, or related disciplines.

Experience:

•      Minimum1–3 years of relevant experience in operations, administration, procurement, logistics, inventory control, project coordination, or related functions.

•      Experience in the construction industry, engineering industry, trading industry, or project-based environment is preferred.

•      Experience in handling procurement documentation, inventory records, purchase orders, delivery orders, contracts, and operational records will be an advantage.

Skills & Competencies:

•      Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook.

•      Familiarity with documentation management, data entry, ERP systems, CRM systems, and record-keeping processes.

•      Basic knowledge of procurement processes, logistics coordination, inventory management, warehouse operations, and materials planning.

•      Ability to handle contracts, purchase orders, delivery orders, invoices, inventory records, and project-related documents accurately and efficiently.

•      Strong organizational, communication, coordination, and multitasking skills.

•      Detail-oriented, responsible, and able to work independently with minimal supervision.

•      Good interpersonal skills and ability to coordinate effectively with suppliers, customers, warehouse personnel, site teams, project teams, and internal departments.

•      Able to manage multiple priorities and meet deadlines in a fast-paced operational environment.

•      Willingness to support different business functions and entities within the Group as the Company expands its operations.