Admin and Operations Officer

About the Role

ONELIFE is looking for an organized, detail-oriented, and proactive Admin and Operations Officer to support the purchasing, inventory, logistics, and administrative needs of our Headquarters and studios.

This role is responsible for ensuring that all locations have the right operational supplies and resources, in the right quantity, at the right time and cost, while maintaining proper purchasing, inventory, supplier, and delivery controls.

Key Responsibilities

Purchasing & Sourcing

• Process approved purchasing requirements and coordinate supplier orders.
• Source suppliers and vendors and obtain quotations for significant or new purchases when needed.
• Coordinate purchase approvals and monitor purchasing turnaround times.
• Maintain complete and organized purchasing documentation.
• Monitor supplier pricing and identify opportunities for cost savings and better purchasing terms without compromising quality.
• Maintain alternative supplier options for critical operational requirements when possible.

Inventory Management

• Monitor branch inventory through the established inventory reporting process.
• Monitor appropriate stock levels and branch replenishment requirements.
• Initiate replenishment before supplies reach critical levels.
• Investigate inventory discrepancies, unusual consumption, overstocking, and recurring stock-outs.
• Coordinate periodic physical inventory validation.
• Recommend interbranch redistribution of supplies when appropriate before making unnecessary purchases.
• Manage consignment products and maintain relationships with consignors.
• Process and coordinate consignor payouts.

Deliveries & Logistics

• Coordinate supplier deliveries to Headquarters and branches.
• Coordinate interbranch transfers and dispatches.
• Monitor delivery schedules and follow up on delayed or incomplete deliveries.
• Ensure received items are properly acknowledged and documented.
• Coordinate urgent logistical requirements when necessary.
• Follow through on delivery concerns until complete receipt and resolution.

Supplier Management

• Maintain an updated supplier database and records of supplier pricing, terms, contacts, and performance.
• Monitor supplier reliability, product/service quality, and delivery performance.
• Identify alternative suppliers when necessary.
• Address recurring supplier concerns and escalate significant issues to Management.

Branch Administration & Operations

• Assist the Sales & Operations Manager with branch administrative and operational activities.
• Prepare and submit required reports on time.
• Maintain accurate records and operational documents.
• Coordinate with branches, suppliers, contractors, and other stakeholders to support smooth day-to-day operations.
• Assist with other administrative and operational requirements as needed.

Qualifications

• Bachelor's degree in Business Administration, Office Administration, Management, Industrial Engineering, Supply Chain Management, or a related course.

• Experience in purchasing, inventory management, logistics, administration, or supplier coordination is an advantage.

• Organized, detail-oriented, and able to manage multiple tasks and priorities.

• Strong coordination, communication, and follow-through skills.

• Proficient in Microsoft Office and/or Google Workspace.

• Willing to travel to different studio locations when needed.