Operations Administrator

Job Description

ABOUT YOUR ROLE

We are seeking a highly organized and detail-oriented Operations Administrator to support our Distribution Center (DC) operations team based in HCM city. This dynamic role requires a versatile professional capable of handling production administration, end-to-end non-trade procurement, inventory management of consumables, and operational reporting. The ideal candidate will ensure that the day-to-day administrative and logistical needs of the operations team are met efficiently. 

YOUR RESPONSIBILITIES WILL INCLUDE:

1. Time, Attendance, & Production Administration

• Act as the primary Production Admin for operations staff.

• Manage and process Time & Attendance (T&A) records, ensuring accuracy for payroll processing.

• Monitor, calculate, and record Overtime (OT) hours for the operations team.

• Administer and track staff leave applications, ensuring adequate shift coverage and adherence to company policies.

2. Non-Trade Purchasing & Vendor coordination

• Coordination end-to-end procurement process for all Non-Trade materials required by the Operations team.

• Source reliable vendors and oversee the new vendor setup process.

• Negotiate pricing and terms to ensure cost-effective purchasing.

• Manage Contract Administration for non-trade suppliers and services.

3. Consumables & Inventory Management

• Monitor and manage the inventory levels of all non-trade materials and operational consumables (e.g., packaging materials, warehouse supplies, safety gear).

• Conduct regular stock checks and trigger replenishment processes to prevent shortages that could impact daily operations.

• Maintain accurate inventory records and optimize stock levels to minimize wastage and reduce costs.

4. Operational Reporting & Document Control

• Track core operational performance metrics and KPIs.

• Prepare, maintain, and distribute operational performance updates and dashboards on a daily, weekly, and monthly basis.

• Monitor, organize, and maintain all operational documentation, ensuring documents are up-to-date, compliant, and easily accessible for audits and daily reference.

Qualifications

• Education: College or Bachelor’s degree in Business Administration, Supply Chain, Operations Management, or a related field.

• Experience: Proven experience in an operations administration, procurement, or HR admin role, preferably within a Distribution Center, warehouse, or manufacturing environment.

• Procurement Skills: Strong understanding of end-to-end purchasing processes (POs, invoicing, vendor negotiations, and contract management).

• Good english communication skills.

• Having knowledge of Lean, AI applications is preferred.

• Technical Skills: Proficiency in Microsoft Office Suite, Google tool, particularly in Excel for maintaining performance dashboards and reports. Experience with ERP, T&A, or Procurement software is highly advantageous.

• Soft Skills: Strong negotiation skills, excellent attention to detail, proactive problem-solving abilities, and the capacity to multitask in a fast-paced environment.

Additional Information

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Note: We do not accept unsolicited referrals or resumes from any source other than directly from candidates using their personal email addresses.