Operation Officer / Executive

Key Responsibilities

1. Order Entry & Issuance (Purchase Order Processing)

• Obtain quotations from suppliers and conduct price comparisons based on orders confirmed by the sales team or project managers.
• Prepare and issue purchase orders (POs), ensuring all documentation is accurate and complete.
• Create, modify, and retrieve purchase orders in the SAP system.
• Verify supplier invoices and coordinate with the internal finance department to complete the payment process.
• Follow up on customer order shipment arrangements and coordinate with warehouses or suppliers to ensure smooth order issuance.
• Update and maintain procurement records in the SAP system to ensure data accuracy.
• Maintain procurement and order records, ensuring all documentation is properly filed for future reference and audit purposes.

2. Delivery Progress Tracking

• Proactively track the delivery status of each purchase order, including supplier preparation, shipment, transit, and arrival times.
• Maintain close communication with suppliers to promptly identify delays or anomalies, and report to supervisors.
• Coordinate receiving arrangements and notify relevant departments (e.g., engineers, project managers) of material arrival times.
• Update delivery progress and goods receipt records in the SAP system to ensure project timelines align with actual arrival status.
• Handle delivery-related issues such as shortages, wrong items, or damages, and follow up on returns, exchanges, or remedial solutions.

Requirements

• Higher Diploma or above in Business Administration, Supply Chain, Information Technology, or related disciplines preferred.
• 3 years or more of experience in procurement, operations support, or project coordination.
• Proficiency in SAP is a must (especially procurement and inventory modules, such as MM module).
• Familiar with purchase order processes and delivery tracking practices.
• Good command of written and spoken Chinese and English.
• Proficient in MS Office (Excel, Word, Outlook).
• Detail-oriented, responsible, with strong organizational and time management skills.
• Immediate availability is highly preferred.