Operations Assistant - Arabic Speaking Required

Role Summary

Support the Operations Manager in daily coordination, tracking pending tasks, preparing reports, and following up with departments to ensure timely completion of operational activities.

Key Responsibilities

• Cross-Departmental Coordination: Coordinate with production, warehouse, logistics, procurement, sales, refilling, retail kiosks, and customer service on daily operational requirements.
• Order & Stock Tracking: Track orders, stock availability, production schedules, transfers, and deliveries, escalate delays or shortages to the Operations Manager.
• Action Trackers & Project Management: Maintain action trackers for management decisions, projects, and departmental tasks, including responsible persons, deadlines, and completion status.
• Procurement & Documentation Follow-up: Follow up on pending purchase requests, supplier deliveries, and operational documentation with the relevant teams.
• Reporting & KPIs: Prepare daily and weekly operational reports, KPI summaries, and updates on outstanding issues.
• ERP Records Management: Update and verify ERP records within assigned access permissions and report discrepancies to the responsible department.
• Meetings & Administration: Coordinate meetings, record minutes, and follow up on agreed actions.
• Process Improvements & SOPs: Support the preparation and implementation of SOPs, checklists, and process improvements.
• Record Keeping & Filing: Maintain organized records of operational correspondence, approvals, and supporting documents.
• Customer Support & Issues: Follow up on customer complaints and service issues with the responsible teams until closure.
• Stock & Inventory Reviews: Support stock reviews, including slow-moving and non-moving items, and track agreed actions.
• Compliance & Confidentiality: Maintain confidentiality and follow company approval procedures.

Qualifications and Experience

• Education: Diploma or bachelor’s degree in business administration, Operations, Supply Chain, or a related field.
• Experience: Minimum 2 years of experience in operations coordination or administrative support, preferably in trading, manufacturing, or distribution.
• Technical Skills: Good working knowledge of Excel, including formulas, lookup functions, and pivot tables. Experience using ERP systems and preparing operational reports.

Required Skills

• Strong organization, attention to detail, and consistent follow-up.
• Ability to manage multiple priorities and work across departments.
• Clear communication and practical problem-solving.
• Strong written and verbal English; Arabic is an advantage.
• Ability to identify delays, highlight risks, and escalate issues promptly.