Operations Admin Assistant

Key Responsibilities

1. Logistics Administration Support

• Support the Logistics Executive in daily delivery planning and coordination
• Prepare, update, and file Delivery Orders, job sheets, and related operational documents
• Coordinate with warehouse, production, sales, and drivers to ensure delivery details are accurate
• Track delivery status and assist in resolving delivery related issues
• Ensure completed documents are returned, checked, and properly filed after delivery

2. Heat Treatment Process Administration

• Assist in preparing and processing heat treatment related documents
• Maintain heat treatment records, schedules, and supporting documentation
• Coordinate internally to ensure pallets requiring heat treatment are properly identified and processed
• Prepare and issue heat treatment certificates when required
• Ensure heat treatment information is accurate before submission to customers or relevant parties

3. Operations Process Coordination

• Support daily operations workflow by updating job status, production status, and delivery readiness
• Assist in checking that operational instructions are properly communicated to the relevant teams
• Follow up on missing information, incomplete documents, or pending approvals
• Help maintain proper records for operational traceability and audit purposes
• Support internal processes such as GRPO, supplier documentation, credit note follow up, and job matching where required

4. Documentation and Filing

• Ensure all operational documents are properly organised, scanned, and filed
• Maintain accurate records for customer orders, production jobs, deliveries, heat treatment, and supporting documents
• Assist in preparing reports for operations, logistics, and management review
• Ensure document accuracy to reduce operational disputes, billing delays, and customer complaints

5. Internal Coordination

• Liaise with Sales, Production, Warehouse, Logistics, and Accounts to ensure smooth job completion
• Follow up with internal departments when information is missing or unclear
• Escalate delays, errors, or process gaps to the Logistics Executive or Operations Manager
• Support the team in improving administrative discipline and operational control

6. Compliance and Process Discipline

• Follow company procedures relating to operations, documentation, safety, and quality
• Support ISO, safety, and audit related documentation where required
• Ensure records are maintained in a proper and traceable manner
• Highlight repeated process issues and assist in corrective action follow up

Requirements

·       Minimum GCE ‘O’ Level; Diploma or NITEC in Business, Logistics, or related field is an advantage.

·       At least 1–2 years’ experience in administrative, warehouse, or logistics support preferred.

·       Proficient in Microsoft Office (Excel, Word, Outlook); knowledge of SAP is an advantage.

·       Strong organizational skills, attention to detail, and ability to multi-task.

·       Good communication skills and a team player with a proactive attitude.

·       Fresh graduates are welcome to apply.