Job Description

The Operations & Admin Coordinator is responsible for day-to-day office operations and maintenance, managing office supplies and stock, handling incoming and outgoing parcels, supporting inventory and fulfilment tasks, coordinating with vendors and other departments, and providing general administrative and documentation support.

Job Requirements

Key Responsibilities:

• Office Operations & Maintenance: Monitor the day-to-day operational needs of the office and ensure the workplace is properly maintained.
• Arrange plumber, electrician, air-conditioning technician, cleaner or other service providers when required.
• Report and follow up on office repairs and maintenance and coordinate with building management or external vendors when necessary.
• Ensure office facilities are in proper working condition.

Office Supplies & Office Stock:

• Monitor and maintain sufficient office supplies and general office stock (stationery, printing supplies, pantry items, cleaning supplies, packaging materials, general-use office items).
• Check stock levels, prepare replenishment requests and avoid unnecessary stock shortages.

Parcel Receiving & Internal Distribution:

• Manage incoming parcels, documents, samples and deliveries: receive and check incoming parcels, record parcels where necessary, inform relevant departments or staff, arrange collection or internal distribution.
• Follow up on unidentified or outstanding parcels and coordinate outgoing courier arrangements when required.

Inventory & Fulfilment Support:

• Assist the Inventory, Fulfilment & Operation Executive with operational tasks such as stock counting, checking stock movement, updating inventory records, preparing stock for fulfilment, packing support during busy periods, organising stock and storage areas, checking packaging materials, and assisting with stock receiving from suppliers.

Interdepartmental & Vendor Coordination:

• Coordinate operational requirements between different departments and external suppliers; follow up on items requested by departments and coordinate movement of products, samples, documents and materials.
• Communicate with courier companies and suppliers, arrange maintenance service providers, and follow up on deliveries, purchases and outstanding operational matters to ensure requests are completed and closed properly.

General Administration & Documentation:

• Provide general administrative support including data entry, filing and documentation, printing, scanning and photocopying, preparing simple reports, maintaining operational records, purchase and expense documentation, updating supplier and service-provider contacts, and assisting with other reasonable administrative and operational duties when required.

Skills