Business Operations Specialist

NTI Nanofilm; Singapore; On-site; SGD 50,000 - 70,000; Full time

Job summary

NTI Nanofilm, founded in 1999 and headquartered in Singapore, seeks a Business Operations Executive to coordinate commercial, operational, and administrative activities across Singapore and Shanghai. You will manage quotations, contracts, POs, SOs, and documentation, while aligning with Sales, Engineering, Operations, and Finance to ensure timely approvals and milestones.

The role emphasizes records governance, milestone tracking, logistics liaison, meeting support, and process improvements,

Qualifications

• Diploma or Degree in Business Administration, Project Management, Engineering, or related discipline.
• Minimum 3 years of relevant experience in business operations, commercial administration, sales operations, or project coordination.
• Experience in project-based manufacturing, automation, semiconductor, or capital equipment industries preferred.
• Strong coordination, administrative, and organizational skills.
• Proficiency in English with Mandarin ability for cross-site interactions and Mandarin documents.

Responsibilities

• Support the preparation, administration, and record management of quotations, NDAs, contracts, purchase orders, Sales Orders, and other commercial documentation.
• Coordinate with Sales, Engineering, Operations, Finance, and Project Management to facilitate timely approvals, deliverables, and milestones.
• Act as custodian of business records, ensuring filing, version control, traceability, retention, and retrieval of documentation.
• Track key milestones such as Downpayment, Design Freeze, FAT, SAT, Commissioning, and Warranty Completion with complete supporting docs.
• Liaise with external logistics providers and internal stakeholders for packing, freight, shipment releases, and related docs.
• Prepare meeting minutes, maintain action trackers, and support cross-site reviews and travel arrangements.
• Support continuous improvement initiatives related to process, document control, compliance, and records governance.

Skills

Cross-functional coordination

Documentation control

Contract administration

Quotations & NDAs

Purchase orders

Records management

Stakeholder management

MS Office

ERP SAP

CRM systems

Mandarin language

English language

Education

Diploma or Degree in Business Administration/related discipline

Tools

SAP

CRM

Microsoft Excel

PowerPoint

Job description

Founded in 1999 and headquartered in Singapore, NTI Nanofilm is a global nanotechnology solutions company integrating advanced thin-film coatings, turnkey vacuum coating equipment, micro-optics nanofabrication, and hydrogen fuel-cell surface technologies. With proprietary deposition sources—including Magnetron Sputtering, Arc Evaporation, Filtered Cathodic Vacuum Arc (FCVA), Closed Space Sublimation (CSS), and Plasma-Enhanced CVD (PECVD), we help electronics, automotive, medical and industrial customers improve performance, durability and sustainability, from R&D through high-volume production. NTI Nanofilm operates across Singapore, China, Germany, Japan, India and Vietnam, and has been listed on the Singapore Exchange since 2020.

Job Purpose

The Business Operations Executive serves as a central coordination point for commercial, operational, and administrative activities within the Business Unit. The role is responsible for coordinating cross-functional activities, maintaining business records, supporting commercial administration, and ensuring required documentation, approvals, and milestones are properly tracked and archived. Working closely with internal and external stakeholders, the incumbent supports effective business execution, compliance, and operational efficiency across Singapore and Shanghai operations.

Responsibilities

• Support the preparation, administration, and record management of quotations, NDAs, contracts, purchase orders, Sales Orders, and other commercial documentation.
• Coordinate with Sales, Engineering, Operations, Finance, Project Management, and other stakeholders to facilitate timely completion of approvals, deliverables, financial milestones, and supporting documentation.
• Act as the custodian of business records by ensuring proper filing, version control, traceability, retention, and retrieval of commercial, operational, logistics, and customer-related documentation.
• Track key business milestones, including Downpayment, Design Freeze, FAT, SAT, Commissioning, and Warranty Completion, ensuring supporting documentation is complete and readily accessible.
• Liaise with external logistics providers and internal stakeholders to coordinate packing, freight arrangements, shipment releases, and related logistics documentation.
• Prepare meeting minutes, maintain action trackers, and support business reviews, management meetings, travel arrangements, and cross-site coordination activities.
• Support continuous improvement initiatives relating to business processes, document control, compliance, operational effectiveness, and record management practices.

Requirements

• Diploma or Degree in Business Administration, Project Management, Engineering, Supply Chain Management, Operations Management, or a related discipline.
• Strong coordination, administrative, and organizational skills.
• Proficient in Microsoft Office applications (Excel, Word, PowerPoint, Outlook).
• Experience using ERP systems (SAP preferred) and CRM platforms.
• Strong stakeholder management and follow-up capabilities.
• Excellent verbal and written communication skills.
• Ability to manage multiple priorities and deadlines in a fast-paced environment.
• Understanding of commercial administration processes, including quotations, contracts, purchase orders, and Sales Orders.
• Knowledge of document control, records management, and compliance requirements.
• Familiarity with business process coordination and milestone tracking.
• Basic understanding of logistics, freight arrangements, and shipping documentation.
• Understanding of audit readiness and documentation governance practices.
• Minimum 3 years of relevant experience in business operations, commercial administration, sales operations, project coordination, document control, or a similar role.
• Experience working in project-based manufacturing, engineering, automation, semiconductor, or capital equipment industries is preferred.
• Proven experience coordinating across multiple functions and stakeholders.
• Experience supporting Singapore-China business operations and cross-site coordination will be an advantage.
• Proficient in English, with the ability to read, write, and communicate effectively in Mandarin to support business interactions with Chinese-speaking stakeholders and to review, interpret, and manage Mandarin-language documents as part of the role's responsibilities.