Operation Manager

Job Title: Operation Office Manager

Department: Operation
Reporting To: General Manager

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Job Purpose

The Assistant Office Manager is responsible for overseeing, coordinating, and ensuring the effective execution of multiple operational and administrative functions within the organization, namely Pre-Sales, Procurement, Post-Sales, Service Administration, Product Administration, General Administration, and Warehouse Operations.

This role ensures that all assigned personnel perform their duties efficiently, accurately, on time, and in compliance with company policies and procedures. The incumbent is also accountable for monthly functional reporting, operational tracking, and issue escalation to Management.

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Key Accountabilities

1)      Overall Operational Oversight

• Coordinate and supervise administrative and operational staff across all assigned functions.
• Ensure tasks are carried out in accordance with established SOPs, contractual requirements, and internal controls.
• Monitor work progress, turnaround times, documentation accuracy, and service quality.
• Identify operational gaps, delays, or non-compliance and recommend corrective actions.
• Act as a central coordination point between departments, principals, vendors, and internal stakeholders.

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2)   Functional Oversight Responsibilities

2.1 Pre-Sales Administration

Oversee and ensure proper handling of:

• Customer enquiries and administrative follow-up
• Costing preparation and verification
• Principal and partner agreements
• Liaison with Bumiputera partners
• Quotation, budgetary offer, and tender / sebutharga submissions
• Offer letters and contractual documentation
• Post-sales administrative support
• Demo arrangements and coordination
• MDA registration
• Expense request submissions and tracking

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2.2 Procurement Administration

Oversee procurement-related activities including:

• Purchase Order (PO) preparation, issuance, and tracking
• Ordering of equipment, accessories, consumables, and office sundries
• Price comparison, cost justification, and negotiation support
• Freight forwarder coordination
• Shipment tracking and customs clearance
• Procurement-related post-sales administrative support

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2.3 Post-Sales Administration

Ensure timely and accurate execution of:

• Delivery Orders (DO)
• Invoicing
• Delivery and logistics arrangements
• Testing & Commissioning documentation
• Customer payment follow-up coordination
• Preparation and monitoring of monthly billing forecasts

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2.4 Service Administration

Oversee service-related administrative functions, including:

• Tender and quotation documentation
• Delivery Orders, invoicing, and Purchase Orders
• Preventive Maintenance (PPM) schedules and service breakdown reports
• Service agreements and renewals
• Customs clearance (where applicable)
• Tools calibration records and tracking
• Service documentation and reporting

2.5 Product Administration

Provide oversight and coordination for:

• Administrative support to Product & Application Teams
• Updating and maintaining installed base records
• Upkeep of marketing and product materials
• Event and product demo support
• MDA registration
• Tracking and control of demo and on-loan items
• Loan agreements administration
• Monitoring of consumable stock levels

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2.6 General Administration

Ensure effective office administration including:

• Office supplies and consumables tracking
• Office equipment and facility maintenance coordination
• Travel request coordination and administrative support

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2.7 Warehouse Oversight

Oversee warehouse operations to ensure:

• Secure and controlled storage of company assets
• Accurate inventory management and traceability
• Order fulfilment and coordination with logistics
• Transport and delivery arrangements
• Routine stock counts and reconciliation
• Warehouse safety, cleanliness, and compliance

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3. Reporting & Compliance Responsibilities

• Prepare and submit monthly operational reports for each functional area.
• Consolidate data, highlight key issues, risks, delays, and improvement opportunities.
• Maintain accurate records, trackers, and documentation for audit and management review.
• Support internal audits, ISO compliance, and regulatory requirements where applicable.
• Ensure compliance with Malaysian labour practices, internal policies, and statutory requirements.

4. Authority & Decision-Making

• Coordinate and assign tasks within approved scope.
• Escalate operational, compliance, or manpower issues to Management.
• Recommend process improvements and efficiency enhancements.
• No authority to approve financial commitments beyond approved limits unless delegated.

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Job Requirements

• Diploma or Bachelor’s Degree in Business Administration, Operations Management, or related field.
• Minimum 3–5 years of experience in office administration, operations coordination, or similar roles.
• Experience overseeing multi-functional administrative teams is an advantage.
• Strong coordination and supervisory skills
• Excellent organizational and time-management abilities
• High attention to detail and documentation control
• Effective communication and interpersonal skills
• Proficient in Microsoft Office applications
• Ability to manage multiple priorities under deadlines
• Strong reporting and analytical skills