Job Summary
The Operations Assistant will support daily operational activities by coordinating logistics, inventory management, procurement activities, documentation, reporting, and administrative processes. The role requires a highly organized, proactive, and detail-oriented professional who can work effectively with internal teams and external stakeholders to ensure smooth and efficient business operations.
Key Responsibilities
- Assist in planning, coordinating, and monitoring daily operational activities.
- Support inventory management by maintaining accurate stock records, monitoring inventory levels, and assisting with stock counts and reconciliations.
- Prepare, review, and maintain operational documents, including purchase orders, invoices, delivery notes, goods receiving notes, and related records.
- Coordinate with suppliers, transport providers, freight forwarders, and service providers to support timely procurement and delivery of goods.
- Monitor shipment schedules and follow up on deliveries to ensure smooth and efficient operations.
- Support procurement activities by tracking purchase requests, purchase orders, and supplier communications.
- Maintain accurate operational data and records using Microsoft Office applications and ERP systems.
- Prepare daily, weekly, and monthly operational reports for management review.
- Coordinate with Sales, Finance, Procurement, Warehouse, and other departments to ensure effective workflow and communication.
- Support import and export documentation processes and ensure records are complete and properly maintained.
- Identify operational challenges, report issues to the Operations Manager, and support the implementation of corrective actions.
- Ensure compliance with company policies, operational procedures, and applicable regulatory requirements.
- Maintain organized filing systems for operational documents and correspondence.
- Provide administrative support to the Operations Department as required.
- Perform other related duties assigned by the Operations Manager.
Educational Background
- Bachelor’s Degree in Business Administration, Management, Logistics and Supply Chain Management, Accounting and Finance, or a related field.
Experience
- Minimum of 3 years of relevant professional experience in operations, logistics, supply chain management, procurement, inventory management, or administrative support.
- Experience in import, export, distribution, trading, or manufacturing environments is an added advantage.
- Experience working with ERP systems and Microsoft Office applications, particularly Microsoft Excel, is preferred.
Required Skills and Competencies
- Strong organizational and planning skills with the ability to manage multiple tasks and priorities.
- Excellent communication and interpersonal skills.
- Strong analytical, problem-solving, and decision-making abilities.
- High attention to detail and accuracy.
- Proficiency in Microsoft Office Suite, especially Excel, Word, Outlook, and PowerPoint.
- Knowledge of inventory management, logistics, and procurement processes.
- Ability to prepare accurate reports and maintain operational records.
- Ability to work independently and effectively within a team environment.
- Strong time management and prioritization skills.
- High level of integrity, professionalism, and accountability.
- Ability to handle confidential information appropriately.
Skills Required:
- Sales / Marketing / Business / Management
