Project & Operations Coordinator

About the role

The Project & Operations Coordinator serves as the key liaison between the China headquarters, the Philippine team, clients, suppliers, and other project stakeholders. The role is responsible for coordinating the end-to-end execution of cold chain and refrigeration projects, from procurement and logistics through installation and final handover, while also providing operational, administrative, and cross-functional support to ensure smooth project delivery.

Key responsibilities

• Coordinate and monitor cold storage and refrigeration projects throughout the entire project lifecycle, from project initiation to final handover.
• Maintain daily communication with departments at the China headquarters, including Procurement, Logistics, Engineering, Technical, and Finance.
• Coordinate closely with the Philippine team, clients, suppliers, subcontractors, and business partners to ensure timely and accurate information flow.
• Track project schedules, prepare meeting agendas and minutes, and follow up on action items to ensure effective execution.
• Assist Chinese management in driving project implementation and resolving issues encountered during project execution.
• Follow up on procurement activities, including Purchase Order (PO) issuance, advance payment tracking, and supplier delivery schedules.
• Support the China procurement team with ERP/system data entry and procurement documentation.
• Prepare export documentation, customs declaration documents, and other shipping-related paperwork.
• Coordinate with Chinese freight forwarders and Philippine customs brokers regarding international shipping, customs clearance, transportation, and on-site delivery.
• Monitor shipment status to ensure equipment is delivered safely and on schedule.

About you

• Bachelor's degree or above.
• Fluent in both written and spoken English and Chinese; proficiency in Filipino (Tagalog) is an advantage.
• Excellent communication, coordination, and interpersonal skills.
• Strong organizational skills with the ability to manage multiple projects and priorities simultaneously.
• Detail-oriented, proactive, and highly responsible.
• Proficient in Microsoft Office applications (Excel, Word, and PowerPoint).
• Willing to travel and work on project sites as required.
• Previous experience in refrigeration, cold chain, construction, MEP, engineering, or related industries is preferred.