Operations Co-Ordinating Assistant

YTL CONCRETE (S) PTE. LTD.; Singapore; On-site; SGD 30,000 - 60,000; Full time

Job summary

An established industry player is seeking a detail-oriented Administrative Coordinator to support logistics and dispatch operations. In this role, you will assist in drafting Standard Operating Procedures, maintain inventory records, and provide administrative support for various operational tasks. Your contributions will ensure smooth logistics processes and effective communication with transport partners and laboratories. This position offers an exciting opportunity to be part of a dynamic team dedicated to enhancing operational efficiency in a thriving environment.

Qualifications

• Experience in administrative support and logistics operations.
• Knowledge of inventory management and tracking systems.

Responsibilities

• Assist in drafting and maintaining Standard Operating Procedures for logistics.
• Monitor sample testing status and coordinate with laboratories.

Skills

Administrative Support

Inventory Management

Logistics Coordination

Communication Skills

SOP Drafting

Education

Diploma in Business Administration

Relevant Certification in Logistics

Tools

Self-service Telecom Portal

Inventory Tracking Systems

Job description

Main Duties and Responsibilities:

• Assist in drafting and maintaining Standard Operating Procedures (SOPs), particularly for logistics and dispatch-related activities.
• Provide administrative support to dispatch operations.
• Establish and maintain inventory records for tracking fleet access card movements across multiple locations.
• Support the team in tracking and updating daily stock movement.
• Monitor sample testing status for materials (e.g., OPC & GGBS) and follow up with laboratories for final test results.
• Coordinate the issuance and return of tablets and SIM cards with transport partners through appointed superintendents.
• Maintain accurate inventory records for tablets and corresponding SIM cards.
• Track import permit expiry for specific goods and coordinate with relevant authorities for necessary endorsements.
• Manage SIM cards via a self-service telecom portal and resolve issues by liaising with technical support.
• Handle and manage courier services, including plant-related imports from overseas.
• Raise purchase requisitions as required by the operations and maintenance teams.
• Assist with petty cash claims related to maintenance activities.
• Prepare short-term sponsor letters for plant-related services and visitors upon request.
• Issue goods pass-out notes for the transfer of items and goods from port premises, including IT equipment and spare parts.
• Provide backup administrative support for purchasing-related tasks when required.
• Support other ad-hoc administrative duties, including those for engineering and plant operations teams.
• Conduct spot audits comparing dispatch processes with established procedures.
• Assist with terminal operations on day-to-day tasks as needed.
• Provide administrative support for coordinating ad-hoc project work requirements.
• Perform Proof of Delivery (POD) entries in the relevant system upon successful award of specific contracts.
• Prepare scheduled delivery summaries based on system data and on-site records.
• Ensure proper submission of delivery orders in the required format and intervals for payment processing.