OPERATION ASSISTANT

JOB SUMMARY

We are seeking a responsible, organised and proactive Operations Assistant to support the daily operations of our retail business. The successful candidate will assist in coordinating store activities, monitoring staff attendance, preparing operational reports, following up on outstanding issues, and ensuring compliance with company policies, procedures, and Management instructions.

KEY RESPONSIBILITIES

1. Daily Store Operations

• Assist in monitoring daily store operations and ensuring Management's instructions are implemented within the stipulated timelines.
• Coordinate with section in-charges on operational matters, outstanding tasks and manpower requirements.
• Conduct routine operational checks and report irregularities, delays or non-compliance to the immediate superior.
• Assist in coordinating store activities, promotional events, stocktakes and other operational arrangements.

2. Staff Attendance and Manpower Coordination

• Monitor staff attendance, punctuality, absenteeism and compliance with working schedules.
• Coordinate with section in-charges on staff deployment, manpower requirements and duty rosters.
• Collect and check attendance records, leave applications, overtime forms and other relevant documents for submission to the appropriate departments.
• Report attendance concerns and maintain accurate records in accordance with company procedures and deadlines.

3. Reporting and Documentation

• Prepare daily, weekly, and monthly operational reports as required by Management.
• Maintain accurate records of operational activities, incidents, staff deployment and other assigned matters.
• Prepare internal notices, memos, meeting minutes, checklists and operational correspondence.
• Ensure documents are properly filed, complete, and submitted to the relevant authorised personnel for approval.

4. Interdepartmental Coordination

• Liaise with Inventory, Purchasing, Warehouse, Human Resources, Finance, Security and other departments on operational matters.
• Follow up on stock shortages, delivery delays, damaged goods, returns, stock discrepancies and other outstanding issues.
• Coordinate information between store sections, branches and relevant departments.
• Escalate unresolved matters promptly to the Operations Manager or appropriate authority.

5. SOP Compliance and Inventory Support

• Assist in monitoring compliance with company policies, SOPs and Management instructions.
• Coordinate stocktakes, stock verification, stock transfers and inventory-related activities.
• Follow up on stock discrepancies and ensure relevant documents and approvals are obtained.
• Monitor store housekeeping and stock organisation, and report suspected stock losses, unauthorised stock movements or other irregularities.
• Ensure stock adjustments, write-offs and disposals are referred to authorised personnel for approval.

6. Incident Reporting and General Administration

• Assist in preparing incident reports and maintaining records of operational issues and corrective actions.
• Follow up on outstanding matters and report progress to the Operations Manager.
• Handle routine correspondence, emails, meetings, and other administrative duties.
• Maintain confidentiality when handling employee records, investigations and company information.
• Perform other reasonable duties assigned by Management in line with operational requirements.

JOB REQUIREMENTS

• Minimum Diploma or equivalent qualification. A Diploma in Business Administration, Operations Management or a related field is an advantage.
• Requires a minimum of 1–3 years of experience in retail operations, administration or a similar role.
• Experience in a department store, supermarket, warehouse or multi-department retail environment is a requirement.
• Moderate to good working knowledge of Microsoft Word, Excel and email, and good communication, organisational, coordination and follow-up skills.
• Detail-oriented, proactive, responsible and able to manage multiple tasks and must be able to work independently, maintain accurate records and communicate effectively with different departments.
• Demonstrates integrity, professionalism and the ability to handle confidential information.
• Willing to work weekends, public holidays or extended hours when required, subject to applicable employment terms and laws.