Job Role

The Operations Assistant is responsible for coordinating across Sales, Purchase, Warehouse, and Accounts teams to ensure efficient order processing and inventory management. The role also includes managing documentation, reporting, and customer service tasks to support smooth daily operations.

Duties & Responsibilities

1. Coordination & Communication

• Coordinate with Sales, Purchase, and Warehouse teams on quotes and product availability.
• Follow up with Sales Executives on pending orders and internal requests.
• Coordinate with the Warehouse for stock availability, partial deliveries, returns, and missing items.
• Coordinate with the accounts team for purchase order status updates and forward approved Purchase Orders.

2. Purchase Order (PO) Management

• Verify purchase order details against approved quotes.
• Ensure the purchase order aligns with agreed payment and delivery terms.
• Follow up on amendments, returns, or short-closed purchase orders.
• Cross-check MTCs (Material Test Certificates) against purchase orders. Escalate to Purchase/Suppliers for missing MTCs.

3. Product & Inventory Management

• Identify and create new items in ERP from existing product lines.
• Update product descriptions and ensure data accuracy.
• Prepare stock issue reports and track pending or delayed deliveries (GPS Tracking).

4. Quotations & Reporting

• Prepare quotations for internal orders.
• Generate daily sales reports (DSR) and weekly sales reports (WSR).

5. Customer Service

• Handle customer complaints and coordinate with relevant teams for resolution.
• Ensure customer satisfaction by addressing delays, missing items, or incorrect deliveries.

6. Documentation & Filing

• Upload MTCs to the relevant folders and file hard copies in the filing room.
• Maintain organized records for product catalogs, internal orders, and Purchase orders.
• Perform regular data cleaning and updates in the ERP system.