Admin & Operations Executive

Company Overview

The client operates in Singapore, specializing in managing business operations across procurement, production, sales, logistics, and customer support within SME environments.

Job Summary

Lead and coordinate daily business operations to optimize procurement, sales, logistics, administration, and staff management. Drive improvements in sales growth, cost efficiency, and operational processes while ensuring compliance and quality standards.

Responsibilities

Oversee daily operations across procurement, production coordination, sales, administration, logistics, and customer support to ensure seamless business functioning

Identify operational bottlenecks, cost leakages, and inefficiencies, then develop and implement plans to improve sales, reduce costs, and enhance margins

Collaborate with directors and staff to maintain smooth day-to-day operations and resolve urgent operational issues promptly

Coordinate procurement activities by liaising with suppliers on pricing, delivery schedules, payment terms, product availability, and quality to secure cost-effective supplies

Monitor procurement costs and maintain accurate supplier records and documentation for audit and compliance purposes

Support sales operations by managing customer follow-ups, quotations, order coordination, and resolving customer service issues to enhance customer satisfaction

Analyze customer complaints, pricing matters, and pending follow-ups to identify opportunities for sales growth and improved profitability

Oversee invoicing, administrative workflows, document filing, and internal records to maintain operational accuracy and compliance

Coordinate with accounts and administrative staff on payments, receivables, supplier invoices, and related documentation to ensure timely financial processing

Review and approve operational and administrative matters within company approval limits to maintain control and accountability

Manage licence renewals, regulatory compliance documents, insurance, and coordinate product lab testing to uphold quality and legal standards

Maintain records related to food safety, quality control, customer requirements, and supplier documentation, liaising with external laboratories, service providers, contractors, and authorities as needed

Coordinate staff schedules, leave management, manpower allocation, and basic HR administration to optimize workforce deployment

Support staff supervision, task allocation, and performance follow-up to foster accountability and productivity

Provide operational coverage during manpower shortages and handle urgent staffing issues to maintain business continuity

Organize delivery arrangements, driver schedules, and customer delivery requirements to ensure timely and accurate order fulfillment

Address ad hoc operational challenges and ensure customer commitments are met consistently

Required competencies and certifications

Strong command of English and Mandarin to effectively communicate with customers, suppliers, and staff

Proficiency in digital tools, spreadsheets, email, messaging platforms, and AI tools to enhance work efficiency

Strong problem-solving skills to manage practical, ground-level operational issues

Ability to work hands-on in an SME environment, managing multiple operational functions

Effective communication, coordination, and people-management skills to lead teams and liaise with stakeholders

Commercial awareness with a focus on cost control, sales growth, and operational improvements

Responsible, organized, proactive, and able to perform under pressure

Preferred competencies and qualifications

Experience in F&B, food manufacturing, food distribution, FMCG, wholesale, logistics, procurement, or SME operations

Hands-on approach to solving ground-level problems independently

Ability to organize and improve disorganized processes

Maturity in managing staff, suppliers, customers, and urgent operational issues

Comfortable working in a family-owned SME environment

Capability to use AI and digital tools to boost productivity

Self-driven with strong ownership mentality