Administration Manager / Operations Manager / Assistant

Shape Optics Technologies Pte Ltd; Remote; MYR 100,000 - 150,000; Full time

Job summary

A leading optical technology firm is seeking an Administration Manager/Operations Manager to manage daily workflows, coordinate logistics, and enhance customer satisfaction. This remote-first role requires expertise in operations and logistics, as well as excellent communication skills. Candidates should hold a relevant diploma or degree and possess strong organizational capabilities. This position offers a competitive salary, and while preference is given to applicants from Singapore or Johor Bahru, remote applications are welcomed.

Benefits

Flexible working hours

Remote work options

Qualifications

• Proven experience in operations, logistics, supply chain coordination, or project execution.
• Strong organizational skills with high attention to detail.
• Ability to manage multiple tasks and priorities in a fast-paced environment.

Responsibilities

• Oversee end-to-end operational workflows from order confirmation to shipment delivery.
• Serve as a primary point of contact for customer inquiries and delivery coordination.
• Ensure orders meet agreed specifications and quality requirements before shipment.

Skills

Operations coordination

Logistics management

Problem-solving

Communication skills

Attention to detail

Education

Diploma or Bachelor’s degree in Engineering, Supply Chain, Operations Management, or related field

Tools

Microsoft Office (Excel, Word)

Job description

Overview

Shape Optics Technologies (www.sot.com.sg) is a Singapore-based optical technology company specializing in high-quality optical components, precision optics, and advanced photonics solutions. We work closely with global customers and manufacturing partners across imaging, laser, and infrared applications. We are seeking a detail-oriented and execution-focused Administration Manager/ Operations Manager/ Assistant to oversee daily operational workflows, logistics coordination, and cross-functional execution between customers, suppliers, and internal teams. This role is critical in ensuring smooth order fulfilment, on-time delivery, quality consistency, and excellent customer experience across our optical projects.

Responsibilities

• Operations & Logistics Management
  • Oversee end-to-end operational workflows from order confirmation to shipment delivery.
  • Coordinate production schedules, order tracking, and logistics with suppliers and freight partners.
  • Monitor delivery timelines to ensure on-time shipment of optical components.
  • Manage inventory status and order readiness to support accurate and efficient fulfilment.
• Supplier & Internal Coordination
  • Act as a key liaison between suppliers, engineering, sales, and customers.
  • Coordinate production progress, technical clarifications, and delivery updates.
  • Support documentation flow including drawings, specifications, inspection reports, and shipping documents.
  • Assist in resolving operational bottlenecks to ensure smooth execution.
• Customer Support & Issue Resolution
  • Serve as a primary point of contact for customer operational inquiries, order status updates, and delivery coordination.
  • Handle operational issues, delays, or non-conformities with a structured and professional approach.
  • Support clear, timely, and professional communication to maintain high customer satisfaction.
• Quality Control & Process Improvement
  • Ensure orders meet agreed specifications, packaging standards, and quality requirements before shipment.
  • Coordinate inspection reports, incoming/outgoing checks, and corrective actions when needed.
  • Identify opportunities to improve operational efficiency, accuracy, and turnaround time.
• Reporting & Administrative Support
  • Track key operational metrics such as lead time, delivery performance, and order accuracy.
  • Prepare regular operational updates and reports for management.
  • Support cost control, workflow optimization, and continuous improvement initiatives.

Qualifications

• Education Background
  • Diploma or Bachelor’s degree in Engineering, Supply Chain, Operations Management, Physics, or a related field.
• Essential Skills & Qualifications
  • Proven experience in operations, logistics, supply chain coordination, or project execution.
  • Strong organizational skills with high attention to detail.
  • Excellent communication and problem-solving abilities.
  • Ability to manage multiple tasks and priorities in a fast-paced, technical environment.
  • Proficiency in Microsoft Office (Excel, Word) and basic operational tools.
  • Ability to work independently and coordinate across remote teams.
• Bonus Skills (Preferred but Not Required)
  • Experience in optical components, precision engineering, or technical manufacturing.
  • Familiarity with international shipping, export documentation, or supplier coordination.

Compensation & Work Setup

• Salary: Competitive and negotiable based on experience.
• Work Mode: Remote-first with flexible working hours.
• Location Preference: Singapore or nearby regions (e.g. Johor Bahru) preferred.