Operations Support Executive

Guardian Health & Beauty; Singapore; On-site; SGD 20,000 - 60,000; Full time

Job summary

A retail and health company in Singapore is seeking an Operations Support Executive to provide comprehensive administrative and operational support. This role includes managing documentation, coordinating stock allocations, assisting with billing processes, and ensuring compliance with operational standards. The ideal candidate should have a diploma or equivalent qualification and prior experience in retail operations, alongside strong organizational skills and proficiency in MS Office.

Qualifications

• Prior experience in retail operations or administrative support preferred.
• Familiarity with invoicing, stock allocation, and compliance processes is an advantage.
• Ability to work independently under tight deadlines.

Responsibilities

• Provide administrative support for retail and promotional activities.
• Assist with billing submissions and payment follow-ups.
• Coordinate with stores for required information.
• Manage stock and voucher issuance and records.
• Verify documents and data accuracy for compliance.

Skills

Strong organizational skills

Attention to detail

Effective communication

Proficiency in MS Office

Education

Diploma or equivalent qualification

Job description

The Operations Support Executive provides comprehensive administrative and operational support to ensure smooth execution of retail and promotional activities. This role involves managing documentation, coordinating stock allocations, supporting financial processes, and ensuring compliance with operational standards. Strong organizational skills, attention to detail, and effective communication are essential.

Key Responsibilities

1. Administrative & Documentation Support

• Process administrative tasks related to sales and operations.

• Prepare and ensure stock allocations are completed before deadlines.

• Arrange, coordinate, and distribute stock allocation to relevant stakeholders.

• Raise invoices and ensure timely submission for payment processing.

• Collate monthly files and maintain GSM tactical and P-cycle records.

• Manage and submit application requests to external vendors and follow up to completion.

• Compile Ops meeting agendas and handle ad-hoc administrative duties.

2. Finance & Billing Support

• Assist with billing submissions and payment follow-ups.

• Process overcharge and refund requests.

3. Coordination & Communication

• Coordinate with stores to obtain required information and responses.

• Communicate atrium and site activation details to store teams and vendors.

• Serve as a point of contact for administrative queries from vendors and internal teams.

• Support coordination with store teams on GRN and stock movements.

• Ensure clear communication and proper documentation of issue resolution.

4. Stock & Voucher Management

• Track and manage OP vouchers.

• Distribute and record Rx pads, drowsy labels, lanyards, card cases, generic TM cards, and markdown stickers.

• Coordinate issuance of orange badges.

5. Compliance & Data Accuracy

• Verify supporting documents and data accuracy before submission.

• Track discrepancies and follow through until resolution.

• Maintain organized records for audits and internal reference.

Requirements and Qualifications

• Diploma or equivalent qualification.
• Prior experience in retail operations or administrative support preferred.
• Familiarity with invoicing, stock allocation, and compliance processes is an advantage.
• Strong organizational and multitasking abilities.
• Proficiency in MS Office (Excel Vlookup, Pivot Table, Power Query, Word, Outlook).
• Attention to detail and accuracy in documentation.
• Good communication and stakeholder management skills.
• Ability to work independently under tight deadlines.
• Adaptable and proactive in handling ad-hoc tasks.