Admin & Operations Executive

Job Overview: We are seeking a detail-oriented and proactive Admin & Operations Executive to manage our end-to-end order processing. This role serves as the key liaison between our sales team, production team, external suppliers, and logistics partners to ensure seamless operations and timely product delivery.

Job Responsibilities

• Manage and coordinate the end-to-end purchasing and ordering process with suppliers.

• Liaise with suppliers to obtain quotations, confirm product availability, pricing, lead times and delivery schedules to warehouse/production.

• Receive and review printing orders from the Sales Team, verify job specifications and requirements, and coordinate the handover of confirmed orders to the Production Team for processing.

• Ensure all necessary information, including artwork, quantities, materials, printing specifications and required completion dates, is properly communicated to the Production Team.

• Follow up with the Production Team on job progress and completion status and keep the Sales Team updated accordingly.

• Arrange deliveries to customers or the relevant location according to the required schedule.

• Monitor delivery status and promptly communicate any delays, shortages or discrepancies to the relevant teams.

• Maintain proper records of purchase orders, supplier quotations, invoices, delivery orders and related documents.

• Build and maintain good working relationships with suppliers.

• Assist in sourcing new suppliers and obtaining competitive pricing when required.

• Coordinate with the warehouse/production team to ensure smooth receiving, printing, packing and delivery of goods.

• Perform other purchasing, administrative and operational duties as assigned.

Requirements

• Minimum Diploma in Business Administration, Purchasing, Supply Chain, Logistics or a related field.
• Experience in order processing, planning, purchasing or sales support will be an advantage.
• Good communication and negotiation skills, especially when dealing with suppliers and internal teams.
• Good organizational skills with the ability to manage multiple orders and deadlines.
• Detail-oriented and able to ensure order information is accurate.
• Good computer skills, particularly Microsoft Office / Excel.
• Able to work independently as well as coordinate effectively with the Sales, Production teams.
• Responsible, proactive and willing to follow up until tasks are completed.