Operation Admin Coordinator

About the role

This role involves preparing and processing quotations, sales orders, delivery orders, invoices and related documentation. You will coordinate the full order fulfilment process, from quotation acceptance and order processing through to delivery and invoicing, working closely with Warehouse, Logistics, and Procurement teams to ensure orders are prepared and delivered accurately and on time.

Key responsibilities

• Prepare and process quotations, sales orders, delivery orders, invoices and other related documentation
• Coordinate the full order fulfilment process, from quotation acceptance and order processing through to delivery and invoicing
• Coordinate with the Warehouse and Logistics teams to ensure orders are prepared and delivered accurately and on time
• Monitor inventory levels and stock availability, working closely with Warehouse and Procurement teams to support order fulfilment
• Liaise with customers on order-related matters, delivery arrangements, documentation and general enquiries
• Ensure all transactions, orders and operational documentation are recorded accurately and promptly in the company's systems
• Maintain accurate and up-to-date customer, sales, inventory and operational records
• Identify and follow up on order discrepancies, stock issues, delivery matters and other operational issues where required
• Support the continuous improvement of administrative and operational processes to improve accuracy and efficiency
• Provide general administrative and operational support and undertake other duties as required

About you

• Minimum Diploma in Business Administration or a related discipline
• Prior experience in Sales Administration, Sales Support, Customer Service, Operations or a related administrative role
• Familiarity with order processing, inventory coordination and order fulfilment processes
• Strong proficiency in Microsoft Excel, including data management, reporting and basic analysis
• Good administrative, organisational and problem-solving skills
• Meticulous and detail-oriented, with a strong emphasis on accuracy and timely processing
• Able to manage multiple tasks and priorities in a fast-paced working environment
• Good communication and interpersonal skills, with the ability to coordinate effectively with customers and internal departments
• Able to work independently, take initiative and follow through on assigned responsibilities
• Dependable, responsible and a good team player