Admin & Operations Executive

Job Summary:

The Admin & Operations Executive is responsible for overseeing and optimizing daily administrative, operational, and storage warehouse processes, as well as maintaining ISO documentation compliance. This role requires an organized and proactive individual to manage office tasks, coordinate with various departments, support storage and inventory management, and ensure all processes align with ISO standards to enhance workplace productivity, operational efficiency, and quality assurance.

Key Responsibilities:

Administrative Support

• Manage day-to-day office functions, including handling phone calls, emails, and correspondence.
• Organize and maintain office files, databases, and records, ensuring data is up-to-date and accessible.
• Coordinate schedules, meetings, and appointments; assist with travel arrangements.
• Prepare and edit reports, presentations, and other documents as needed.
• Maintain office supplies and equipment, ensuring inventory is stocked and ordering as necessary.
• Oversee office maintenance and liaise with vendors for any repairs or supplies.

Operations Coordination

• Assist in developing and implementing operational policies and procedures to enhance workflow efficiency.
• Support logistics, including inventory management, shipment tracking, and order processing.
• Coordinate with teams across departments to streamline communication and ensure smooth operations.
• Manage small-scale projects, set timelines, and ensure deliverables are met.
• Conduct periodic checks to ensure operational compliance with company standards.
• Assist in budget tracking, cost control, and maintaining expense records.

ISO Documentation and Compliance

• Maintain, update, and organize all ISO-related documents, ensuring they align with the latest standards and company practices.
• Work with relevant departments to prepare, review, and update SOPs, manuals, and records in compliance with ISO requirements.
• Support ISO audit preparations by ensuring all documentation is complete, accessible, and compliant.
• Train or coordinate with staff on ISO standards and procedures, ensuring they understand and comply with established protocols.
• Track corrective actions related to ISO audits, documenting and following up on resolutions.

Storage and Warehouse Management

• Oversee inventory control and manage storage systems to optimize space and ensure efficient access to items.
• Coordinate with warehouse staff on receiving, stocking, and tracking goods and supplies.
• Monitor stock levels and coordinate with vendors for restocking as needed, ensuring minimal disruptions.
• Ensure accurate record-keeping of inventory movements and conduct periodic stock-taking.
• Implement and oversee safety protocols and cleanliness within the warehouse environment.
• Coordinate the disposal or recycling of outdated or excess inventory in line with company policies.

HR & Employee Support

• Assist with onboarding and training of new employees, providing administrative support in HR functions.
• Maintain employee records, attendance, and leave management systems.
• Organize company events, team-building activities, and other staff engagements.

Data & Reporting

• Prepare and analyze reports on administrative and operational performance metrics.
• Track KPIs related to operational efficiency and report to management.
• Identify areas for improvement and support the implementation of initiatives to optimize processes.

Qualifications & Skills:

• Education: Diploma or Bachelor’s degree in Business Administration, Operations Management, or related field.
• Experience: 1 year+ in administrative, operational, or office management roles.
• Skills:
• English language fluent
• Strong organizational and multitasking abilities.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and office management software.
• Excellent written and verbal communication skills.
• Ability to work independently and in a team.
• Detail-oriented with strong problem-solving skills.

Work Environment:

• Primarily remote-based, with occasional travel for meetings or errands as required.

Job Type: Full-time