Operations Officer

The Operations Officer is responsible for supporting the company’s day-to-day operational activities, with a primary focus on inventory management, procurement coordination, logistics, returns, stock monitoring, and operational reporting. The role requires strong attention to detail, effective coordination with internal teams and external suppliers, and the ability to manage multiple priorities efficiently.

Key Responsibilities

• Maintain an accurate and up-to-date overview of inventory at all times, ensuring stock records are properly maintained and monitored.
• Place orders with suppliers in accordance with company procedures and in coordination with the Sales Department, taking into consideration sales targets, promotions, and offers.
• Coordinate with customs clearance agents to ensure the timely clearance of incoming items and follow up until the goods are fully received at the office.
• Investigate and resolve discrepancies or mismatches related to received items in coordination with suppliers, customs authorities, and relevant internal departments.
• Enter and maintain accurate records of all incoming and outgoing items in the company’s software system according to their respective categories and groupings, excluding sales orders.
• Process product returns efficiently and ensure all related documentation and system records are completed accurately and promptly.
• Prepare and provide item turnover analysis to the Sales Team and Management to support informed business and inventory decisions.
• Monitor near-expiry products and provide the Sales Team and IOM with weekly reports to support timely action and minimize potential losses.
• Identify, investigate, and report any stock discrepancies, including losses, shortages, or additions, and ensure appropriate follow-up.
• Monitor items placed on consignment through coordination with the Sales Team, ensuring that consigned items are retrieved before reaching near-expiry dates or sold as appropriate.
• Maintain accurate and up-to-date consignment records and provide regular reports on the status of consigned items.
• Support additional operational and administrative activities as assigned, including assisting with the printing and preparation of banners, brochures, and other promotional materials, as well as listing brochures and magazines and managing subscription renewals.
• Prepare and submit a daily report to the supervisor covering completed activities, achievements, pending matters, and operational follow-ups.
• Perform other operational and administrative duties related to the company’s activities as assigned by the supervisor.

Qualifications & Requirements

• Bachelor’s degree in Business Administration, Supply Chain Management, Logistics, or a related field.
• 0–2 years of experience in inventory management, operations, logistics, procurement, or administrative roles.
• Strong attention to detail with excellent organizational and time-management skills.
• Good command of written and spoken English.
• Proficiency in Microsoft Office applications and document management systems.
• Excellent communication and interpersonal skills, with the ability to coordinate effectively with internal teams and external parties.
• Ability to handle confidential and sensitive information with discretion and professionalism.
• Proactive, dependable, and capable of managing multiple tasks in a fast-paced work environment.
• Strong analytical, problem-solving, and follow-up skills.
• Ability to work independently while also contributing effectively as part of a team.