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. Order & Purchase Coordination

• Coordinate with internal teams on quotations, product availability, and order processing.
• Verify purchase orders against approved quotations and agreed payment/delivery terms.
• Follow up on pending orders, amendments, returns, short-closed POs, and internal requests.
• Liaise with suppliers to obtain required certificates and documentation.
• Coordinate with the Accounts team on purchase order approvals and status updates.

2. Inventory & Delivery Management

• Work closely with the Warehouse team on stock availability, partial deliveries, returns, and discrepancies.
• Prepare stock issue reports and monitor delayed or pending deliveries.
• Maintain accurate product and inventory data in the ERP system.

3. Reporting & Documentation

• Prepare quotations as required.
• Generate Daily Sales Reports and Weekly Sales Reports.
• Maintain organized digital and physical records of product catalogs, internal orders, and purchase orders.
• Perform regular ERP data cleaning and updates to ensure accuracy.

4. Customer Service & Issue Resolution

• Handle customer complaints and coordinate with relevant teams to resolve customer issues related to delays, missing items, or incorrect deliveries.
• Support initiatives to improve overall customer satisfaction.