OPERATIONS AND ADMINISTRATIVE COORDINATOR

ENVIRONATURAL CORPORATION; Parañaque; On-site; PHP 391,000 - 558,000; Full time

Job summary

ENVIRONATURAL CORPORATION is seeking an Operations and Administrative Coordinator to support daily delivery schedules, sales orders, documentation, warehouse activities, and overall administrative operations. The role involves ensuring accurate documentation, timely communications with delivery teams, and proper endorsement of records to Finance and QA where needed.

You will work closely with the Warehouse and Inventory team and external service providers to keep operations organized and running

Responsibilities

• Coordinate Sales Orders, Delivery Documentation, and related records.
• Liaise with Warehouse, Logistics, and internal departments to ensure timely deliveries.
• Maintain organized filing of invoices, DRs, and shipping documents.
• Provide instructions and support to delivery teams and external service providers.
• Assist in raw material receiving and warehouse communications as needed.
• Support administrative requirements for the Operations Department and events.

Job description

About the role

The Operations and Administrative Coordinator supports the daily coordination of delivery schedules, sales orders, delivery documentation, warehouse activities, and administrative operations. This role helps ensure that orders and deliveries are accurately documented, delivery teams receive timely instructions and support, receiving activities are properly recorded, and relevant records are endorsed to the appropriate departments. The position works closely with the Warehouse and Inventory team, internal departments, and external service providers to keep operational activities organised and running smoothly.

The duties and responsibilities of an Operations and Logistics Coordinator are, but are not limited to the following:

1.Sales Order & Delivery Documentation

• Prepare and process Sales Invoices, Delivery Receipts (DRs), and other required shipping/encapsulation labels for outgoing sales orders.
• Prepare and print encapsulation/container labels for outgoing raw materials and other applicable shipments.
• Ensure that labels contain accurate and complete information, including Material Name, Lot Number, Manufacturing Date, Expiration Date, Gross Weight, Net Weight, Tare Weight, and other required details.
• Maintain organized and accurate filing of Sales Invoices, Delivery Receipts, and other operational documents.
• Endorse required copies of documents to the Finance Department for recording, processing, and filing.

2.Delivery & Logistics Coordination

• Coordinate with the Warehouse, Logistics Team, Sales Coordinators, and Sales Executives in preparing and communicating daily delivery schedules.
• Coordinate with the delivery team and logistics personnel to monitor the daily status and progress of deliveries.
• Provide delivery teams with special delivery instructions, customer requirements, routes, contact details, and other relevant information prior to departure.
• Assist in handling last-minute delivery changes, schedule adjustments, and special requests.
• Provide assistance and further directions when delivery personnel encounter difficulties locating delivery addresses or contacting recipients.
• Monitor and follow up on the return of delivery teams to the office after completion of deliveries.
• Receive and communicate delivery-related concerns to the Warehouse and Inventory Supervisor or other appropriate personnel for proper resolution.
• Maintain timely communication with concerned departments regarding delivery schedules, delays, changes, and other logistics-related concerns.

3.Inventory & Raw Material Communication

• Relay relevant information regarding inventory availability, stock levels, raw materials, and other warehouse-related concerns through designated communication channels.
• Coordinate with warehouse and inventory personnel regarding raw material requirements, availability, receiving concerns, and other operational matters.
• Ensure that important inventory and logistics information is communicated accurately and promptly to concerned personnel.

4.Raw Material Receiving & Documentation

• Assist in supervising and monitoring raw material receiving activities, as needed, using the approved Raw Materials Receiving Checklist.
• Ensure that required receiving information and documentation are properly completed and recorded.
• Ensure that all receiving documents and completed Raw Materials Receiving Checklists are properly endorsed to the Quality Assurance Department.
• Coordinate with warehouse, inventory, logistics, and other concerned parties to facilitate proper receiving activities.

5.Operations Administrative Support

• Coordinate meals, refreshments, and other logistical requirements for company events, meetings, and Operations activities.
• Consolidate Overtime (OT) requests from the Operations Team and submit them to the appropriate personnel for processing and approval.
• Assist in preparing SDFs and other forms/documents required by the Operations Department for Department Head approval.
• Provide administrative and operational support to the Warehouse and Inventory Supervisor, particularly during periods of absence or when additional assistance is required.
• Perform other administrative, coordination, and operational support functions as may be assigned.

6.General Responsibilities

• Maintain accurate, organized, and timely documentation of assigned activities.
• Coordinate effectively with Sales, Finance, Warehouse, Inventory, Logistics, Quality Assurance, Operations, and external service providers.
• Ensure timely communication and proper escalation of operational concerns.
• Perform other relevant duties and responsibilities as may be assigned by the immediate supervisor or Department Head from time to time.

7.Performs other relevant tasks as may be assigned from time to time by the immediate head.