Responsibilities:
1. Management Reporting:
- Consolidate data of weekly operational KPIs from various departments to create detailed management reports for executives.
- Prepare monthly operations review presentations.
- Ensure reports are accurate, clear, and delivered on time, providing insights to assist in executive decision-making.
- Generate ad-hoc reports requested by management and consolidate accordingly.
- Collaborate with different teams to gather and organize the required information and metrics for reporting.
2. Operations Coordination:
- Maintain Operations Meeting Master Tracker.
- Monitor and update action items from operations meetings.
- Follow up with action owners on overdue tasks.
- Track improvement projects.
3. Office Task Coordination:
- Manage day-to-day office operations, ensuring tasks such as document management, scheduling, and office supplies inventory are handled efficiently.
- Oversee the organization and tracking of office tasks, ensuring deadlines are met and priorities are managed effectively.
- Maintain the office filing system, both digital and physical, ensuring easy access to important documents.
4. Meeting / Event Coordination:
- Plan and coordinate office events, including meetings, conferences, and team-building activities.
- Prepare meeting agendas in collaboration with department heads.
- Attend meeting as required and take accurate and detailed minutes, including recording decisions, action items and deadlines.
- Distribute meeting minutes promptly within 24 hours to relevant parties and ensure follow-up on assigned action items.
- Ensure smooth execution of events by managing logistics, venue bookings, catering arrangements, and any other necessary details.
- Collaborate with internal teams to align event objectives and ensure all arrangements meet company standards.
5. Supply Chain & Logistics Support
- Maintain shipment tracking dashboard.
- Follow up with planning, procurement and logistic team.
- Highlight potential delays and risks.
6. Travel and Accommodation Management:
- Manage bookings for staff travel, including flight arrangements, hotel reservations, and transport logistics.
- Ensure all travel plans comply with company policies and meet the specific needs of staff and executives.
- Keep accurate records of travel itineraries and bookings, ensuring timely communication with staff regarding their arrangements.
7. Vendor and Service Management:
- Liaise with external vendors for office supplies, event services, and travel arrangements, ensuring timely delivery and cost-effectiveness.
- Processing and managing purchase requisitions through the SAP system.
- Manage relationships with travel agencies, hotels, and transport service providers to secure the best rates and ensure a smooth booking process.
8. General Administrative Support:
- Provide administrative support to the management team as required, including calendar management, meeting coordination, and handling correspondence.
- Ensure the office environment remains organized and conducive to a productive work atmosphere.
