Operations Assistant

Job Summary

The Operations Assistant will support daily operational activities by coordinating logistics, inventory management, procurement activities, documentation, reporting, and administrative processes. The role requires a highly organized, proactive, and detail-oriented professional who can work effectively with internal teams and external stakeholders to ensure smooth and efficient business operations.

Key Responsibilities

• Assist in planning, coordinating, and monitoring daily operational activities.
• Support inventory management by maintaining accurate stock records, monitoring inventory levels, and assisting with stock counts and reconciliations.
• Prepare, review, and maintain operational documents, including purchase orders, invoices, delivery notes, goods receiving notes, and related records.
• Coordinate with suppliers, transport providers, freight forwarders, and service providers to support timely procurement and delivery of goods.
• Monitor shipment schedules and follow up on deliveries to ensure smooth and efficient operations.
• Support procurement activities by tracking purchase requests, purchase orders, and supplier communications.
• Maintain accurate operational data and records using Microsoft Office applications and ERP systems.
• Prepare daily, weekly, and monthly operational reports for management review.
• Coordinate with Sales, Finance, Procurement, Warehouse, and other departments to ensure effective workflow and communication.
• Support import and export documentation processes and ensure records are complete and properly maintained.
• Identify operational challenges, report issues to the Operations Manager, and support the implementation of corrective actions.
• Ensure compliance with company policies, operational procedures, and applicable regulatory requirements.
• Maintain organized filing systems for operational documents and correspondence.
• Provide administrative support to the Operations Department as required.
• Perform other related duties assigned by the Operations Manager.

Educational Background

• Bachelor’s Degree in Business Administration, Management, Logistics and Supply Chain Management, Accounting and Finance, or a related field.

Experience

• Minimum of 3 years of relevant professional experience in operations, logistics, supply chain management, procurement, inventory management, or administrative support.
• Experience in import, export, distribution, trading, or manufacturing environments is an added advantage.
• Experience working with ERP systems and Microsoft Office applications, particularly Microsoft Excel, is preferred.

Required Skills and Competencies

• Strong organizational and planning skills with the ability to manage multiple tasks and priorities.
• Excellent communication and interpersonal skills.
• Strong analytical, problem-solving, and decision-making abilities.
• High attention to detail and accuracy.
• Proficiency in Microsoft Office Suite, especially Excel, Word, Outlook, and PowerPoint.
• Knowledge of inventory management, logistics, and procurement processes.
• Ability to prepare accurate reports and maintain operational records.
• Ability to work independently and effectively within a team environment.
• Strong time management and prioritization skills.
• High level of integrity, professionalism, and accountability.
• Ability to handle confidential information appropriately.

Skills Required:

• Sales / Marketing / Business / Management