Admin & Operations Executive

HARMONY FOODS PTE LTD; Singapore; On-site; SGD 70,000 - 110,000; Full time

Job summary

HARMONY FOODS PTE LTD in Singapore is seeking an Operations Manager to lead daily procurement, production coordination, sales, logistics, and admin functions. You will drive improvements in sales growth, cost efficiency, and operational processes while ensuring compliance and quality standards.

You will work with directors and staff to resolve urgent operational issues, manage staff schedules, supplier relationships, and ensure timely and accurate order fulfilment in a fast-paced SME environment.

Qualifications

• Strong command of English and Mandarin to communicate with customers, suppliers, and staff.
• Proficiency with digital tools, spreadsheets, email, messaging platforms, and AI tools to enhance efficiency.
• Strong problem-solving skills to handle practical, on-the-ground operational issues.
• Ability to work hands-on in an SME environment, managing multiple operational functions.
• Effective communication, coordination, and people-management to lead teams and stakeholders.
• Commercial awareness with a focus on cost control, sales growth, and operational improvements.
• Responsible, organized, proactive, and able to perform under pressure.

Responsibilities

• Oversee daily operations across procurement, production coordination, sales, administration, logistics, and customer support.
• Identify bottlenecks, cost leakages, and inefficiencies, then develop plans to improve sales and margins.
• Collaborate with directors and staff to resolve urgent operational issues promptly.
• Coordinate procurement with suppliers on pricing, delivery, and terms for cost-effective supplies.
• Monitor procurement costs and maintain supplier records for audits.
• Support sales operations by handling follow-ups, quotations, and order coordination.

Skills

English/Mandarin communication

Digital tools

Problem solving

Hands-on SME operations

People management

Commercial awareness

Organized & proactive

Job description

Company Overview

The client operates in Singapore, specializing in managing business operations across procurement, production, sales, logistics, and customer support within SME environments.

Job Summary

Lead and coordinate daily business operations to optimize procurement, sales, logistics, administration, and staff management. Drive improvements in sales growth, cost efficiency, and operational processes while ensuring compliance and quality standards.

Responsibilities

• Oversee daily operations across procurement, production coordination, sales, administration, logistics, and customer support to ensure seamless business functioning
• Identify operational bottlenecks, cost leakages, and inefficiencies, then develop and implement plans to improve sales, reduce costs, and enhance margins
• Collaborate with directors and staff to maintain smooth day-to-day operations and resolve urgent operational issues promptly
• Coordinate procurement activities by liaising with suppliers on pricing, delivery schedules, payment terms, product availability, and quality to secure cost-effective supplies
• Monitor procurement costs and maintain accurate supplier records and documentation for audit and compliance purposes
• Support sales operations by managing customer follow-ups, quotations, order coordination, and resolving customer service issues to enhance customer satisfaction
• Analyze customer complaints, pricing matters, and pending follow-ups to identify opportunities for sales growth and improved profitability
• Oversee invoicing, administrative workflows, document filing, and internal records to maintain operational accuracy and compliance
• Coordinate with accounts and administrative staff on payments, receivables, supplier invoices, and related documentation to ensure timely financial processing
• Review and approve operational and administrative matters within company approval limits to maintain control and accountability
• Manage licence renewals, regulatory compliance documents, insurance, and coordinate product lab testing to uphold quality and legal standards
• Maintain records related to food safety, quality control, customer requirements, and supplier documentation, liaising with external laboratories, service providers, contractors, and authorities as needed
• Coordinate staff schedules, leave management, manpower allocation, and basic HR administration to optimize workforce deployment
• Support staff supervision, task allocation, and performance follow-up to foster accountability and productivity
• Provide operational coverage during manpower shortages and handle urgent staffing issues to maintain business continuity
• Organize delivery arrangements, driver schedules, and customer delivery requirements to ensure timely and accurate order fulfillment
• Address ad hoc operational challenges and ensure customer commitments are met consistently

Required competencies and certifications

• Strong command of English and Mandarin to effectively communicate with customers, suppliers, and staff
• Proficiency in digital tools, spreadsheets, email, messaging platforms, and AI tools to enhance work efficiency
• Strong problem‑solving skills to manage practical, ground‑level operational issues
• Ability to work hands‑on in an SME environment, managing multiple operational functions
• Effective communication, coordination, and people‑management skills to lead teams and liaise with stakeholders
• Commercial awareness with a focus on cost control, sales growth, and operational improvements
• Responsible, organized, proactive, and able to perform under pressure

Preferred competencies and qualifications

• Experience in F&B, food manufacturing, food distribution, FMCG, wholesale, logistics, procurement, or SME operations
• Hands‑on approach to solving ground‑level problems independently
• Ability to organize and improve disorganized processes
• Maturity in managing staff, suppliers, customers, and urgent operational issues
• Comfortable working in a family‑owned SME environment
• Capability to use AI and digital tools to boost productivity
• Self‑driven with strong ownership mentality