Operations Executive

Agape Services (Main); Região Norte; On-site; BRL 42,000 - 66,000; Full time

Job summary

Agape Services is seeking an Operations Executive to support the Operations Team with daily administrative tasks in a fast-paced environment. The role includes coordinating with clients and contractors, managing procurement processes, and ensuring accurate billing and documentation.

Responsibilities also cover stock control, performance tracking of staff engagement, and assisting with monthly billing and overtime claims.

Qualifications

• Diploma holders preferred.
• 1+ year of relevant experience.
• Proficiency in MS Office preferred.

Responsibilities

• Provide overall administration support to the Operations Team.
• Coordinate with clients and contractors to ensure order fulfilment, documentation and billing.
• Plan and assign contractor work according to schedule while monitoring budget and costs.
• Manage procurement: source, request quotes, obtain approvals, coordinate with vendors and post-delivery actions.
• Prepare pricing and quotations, seek approvals, issue service reports and related documents.
• Oversee inventory including machinery, equipment and consumables with regular stock checks and records.
• Track staff incentives, compliments, complaints and engagement feedback; recommend actions.
• Coordinate monthly and ad-hoc billing for completed works, including liquidated damages calculations and credit notes.
• Assist with overtime claims in Time-Management System per approved timesheets.
• Support staff engagement initiatives and events; create EDMs and quizzes to boost participation.
• Carry out any other admin and operational duties as assigned.

Skills

Communication skills

Organizational skills

Attention to detail

Independent worker

Education

Diploma

Tools

MS Office

Job description

The Operations Executive shall report to the Manager or any other person who may be appointed by the Management from time to time.

Scope of responsibilities

Responsible for the daily operation requirements of Agape Services Pte Ltd, a social enterprise of Far East Organization, which includes operations and general administration duties of the social enterprise.

Duties and Responsibilities

• Provide overall administration support to the Operations Team

• Coordinate with internal and external stakeholders such as clients and contractors to ensure order fulfilment and proper documentation and billing

• Liaise, coordinate, plan job assignments for contractors according to work schedule and requirements while ensuring that budget and cost are in control

• Administer the procurement process, this includes sourcing, requesting quotes in accordance with the procurement policy, obtaining approval, coordinating with vendors for the delivery of goods and services, and managing post-delivery actions

• Communicate and liaise with clients on their job request, prepare pricing and costing in accordance with the framework which includes seeking approval of the proposed quotation, issuance of quotations, issuance of service delivery reports, etc

• Manage inventory systems, including machinery, equipment and consumables. This involves conducting regular stock checks, administering records to track incoming and outgoing stock, and ensuring proper inventory management

• Maintain and analyse staff incentives, compliment, complaint and engagement feedback trackers, and recommend appropriate follow-up actions

• Prepare and coordinate with the Operations Team and Finance Department on monthly and ad-hoc billing for completed works, including the calculation of liquidated damages and preparation of the corresponding credit notes

• Assist on overtime claims on the Time-Management System in accordance with time sheets approved by Manager

• Support staff engagement initiatives by preparing monthly newsletters, planning employee activities and festive celebrations, developing Electronic Direct Mail (EDM) and training interactive quizzes to encourage participation

• Any other administrative and operational duties assigned

Requirements

• Diploma in any field

• At least 1 year of relevant experience

• Proficiency in MS Office preferred

• Highly resourceful, independent and able to work in a fast-paced environment

• Excellent communication, organizational and interpersonal skills
• Adaptable, resilient and able to work under pressure

• Self-driven nature with strong attention to detail

The scope of duties and responsibilities may be enlarged or reduced at the Management’s discretion, depending on the requirements of Management’s assessment of your performance.