Operations Assistant

Position Summary

The Operations Assistant is responsible for supporting and coordinating the company's day-to-day operations, with particular emphasis on the active monitoring and execution of ongoing projects.

The position requires a highly organized, proactive, and hands-on individual who can coordinate effectively with clients, project teams, suppliers, and internal departments to ensure that projects progress according to schedule and operational requirements.

The Operations Assistant must maintain a thorough understanding of the status of all assigned projects, monitor deadlines and deliverables, ensure proper documentation, follow up on outstanding requirements, and promptly communicate updates or concerns to management.

The role is not limited to administrative tasks. The Operations Assistant is expected to take an active role in project coordination, identify potential delays, follow through on pending matters, and help ensure the smooth and timely completion of projects.

Key Responsibilities

1. Project Monitoring and Coordination

• Actively monitor all assigned ongoing projects, from project confirmation and preparation through installation, completion, and turnover.
• Maintain updated knowledge of each project's current status, progress, timeline, pending requirements, and outstanding concerns.
• Coordinate regularly with project supervisors, engineers, installers, sales personnel, and other relevant departments.
• Follow up on project deliverables and ensure that tasks are completed within agreed deadlines.
• Identify potential delays, operational problems, or incomplete requirements and immediately raise them to the appropriate personnel.
• Conduct site visits and assist in on-site coordination whenever necessary.
• Ensure that management receives accurate and timely updates on project developments.

2. Client Coordination and Communication

• Serve as a coordination point between the company and its clients regarding ongoing project requirements, schedules, and operational matters.
• Communicate professionally with clients through email, telephone, messaging platforms, and meetings.
• Provide timely and accurate project status updates based on verified information from the responsible team.
• Coordinate site inspections, installation schedules, deliveries, meetings, and other project-related activities with clients.
• Follow up on client approvals, requested documents, site readiness, and outstanding requirements.
• Properly document client instructions, concerns, and requests, and communicate them to the appropriate department.
• Escalate client concerns that require management approval or technical assistance.

3. Scheduling and Logistics Coordination

• Assist in preparing and maintaining project schedules, installation timelines, and delivery arrangements.
• Coordinate manpower availability, deployment schedules, and transportation requirements with the assigned personnel.
• Monitor material availability, delivery schedules, and shipment status to ensure project readiness.
• Coordinate with suppliers, purchasing, warehouse, and logistics personnel regarding project requirements.
• Follow up on upcoming deadlines and ensure that the responsible personnel are informed in advance.
• Identify scheduling conflicts and assist management in resolving operational priorities.

4. Documentation and Record Management

• Maintain complete, organized, and updated project files, including quotations, purchase orders, contracts, drawings, schedules, delivery receipts, and other relevant documents.
• Prepare and maintain project monitoring reports, progress updates, meeting minutes, and coordination records.
• Track outstanding documents, client approvals, and other project-related requirements.
• Ensure that project-related communications, instructions, and changes are properly recorded and communicated.
• Maintain an updated centralized project tracker containing project status, responsible personnel, schedules, deadlines, and pending items.
• Coordinate with accounting and relevant departments regarding billing milestones, completion documents, and other administrative requirements.

5. Operational Support and Problem Resolution

• Assist management in ensuring the efficient execution of daily business operations.
• Proactively identify operational issues, incomplete tasks, and potential project bottlenecks.
• Follow up with responsible personnel to ensure timely resolution of pending concerns.
• Coordinate across departments to improve workflow and prevent unnecessary delays or miscommunication.
• Assist in implementing and maintaining company procedures, reporting systems, and operational improvements.
• Perform other reasonable operations-related duties assigned by management.

Performance Expectations

The Operations Assistant is expected to demonstrate the following:

1. Project Awareness: Maintain an accurate and current understanding of all assigned ongoing projects, including their progress, next steps, deadlines, and outstanding concerns.
2. Proactive Follow-Through: Independently monitor and follow up on pending tasks without requiring constant reminders from management.
3. Timely Coordination: Ensure that clients and relevant personnel receive necessary information, updates, and scheduling confirmations on time.
4. Organization and Documentation: Keep project trackers, records, and reports accurate, complete, and consistently updated.
5. Accountability: Take responsibility for assigned tasks, meet deadlines, and promptly escalate matters requiring assistance or management decisions.
6. Problem-Solving: Anticipate potential operational problems and propose practical solutions rather than simply reporting difficulties.
7. Professionalism: Demonstrate reliability, sound judgment, effective communication, and the ability to work collaboratively across departments.

Qualifications and Requirements

• Bachelor's degree in Business Administration, Operations Management, Project Management, Engineering, or a related field is preferred.
• Experience in operations, project coordination, administrative support, construction, or a related industry is an advantage.
• Strong organizational, time-management, and multitasking skills.
• Excellent written and verbal communication skills.
• Proficient in Microsoft Office, Google Workspace, and other project-tracking or documentation tools.
• Ability to coordinate with multiple departments, clients, and project personnel simultaneously.
• Detail-oriented, dependable, resourceful, and capable of working independently.
• Willingness to conduct site visits and perform hands-on coordination when required.
• Ability to work under pressure, manage competing priorities, and meet deadlines.
• Experience in LED display systems, construction, installation, or technical project coordination is an advantage but not required.

Key Objective of the Position

To ensure that all ongoing projects are properly monitored, coordinated, documented, and executed efficiently, allowing management to maintain clear visibility over operations while minimizing delays, communication gaps, and unresolved project concerns.