Position Overview:
The Operations Assistant supports the day-to-day operations of the organization by coordinating tasks, assisting with communication, and ensuring the smooth execution of operational activities. This position requires excellent organizational skills, multitasking abilities, and strong communication capabilities.
Key Responsibilities:
Meeting Coordination:
l Schedule and organize internal and external meetings, including preparing agendas and recording meeting minutes.
l Ensure proper follow-up on meeting action items.
Communication Support:
l Act as a liaison between departments or external stakeholders to ensure effective communication.
l Communicate effectively with various suppliers to ensure accurate delivery of requirements and timely follow-up.
l Handle daily email correspondence, classify and manage emails to ensure timely processing of important information.
l Follow up on assigned tasks to ensure timely completion and compliance with quality standards.
l Draft, edit, and distribute communications, reports, and other documents.
Transportation and Logistics Management:
l Provide transportation support for team members, clients, or stakeholders as required.
l Manage vehicle scheduling and maintenance to ensure availability and functionality.
Task and Work Arrangement:
l Assist in planning and delegating tasks among team members, ensuring timely completion and adherence to quality standards.
l Track progress on assigned projects and prepare status updates for management.
Administrative Support:
l Maintain records, files, and documentation in an organized and accessible manner.
l Handle office supply inventory and procurement to support operational needs.
Operational Coordination:
l Assist in implementing operational policies and procedures.
l Help troubleshoot and resolve operational issues as they arise.
Event and Travel Planning:
l Coordinate travel arrangements, including booking transportation and accommodation.
l Assist in organizing events, workshops, or team-building activities.
Skills and Qualifications:
Educational Background:
l Diploma or bachelor’s degree in Business Administration, Operations Management, or a related field (preferred).
Key Competencies:
l Strong organizational and time management skills.
l Excellent written and verbal communication abilities.
l Proficiency in office software (e.g., Microsoft Office Suite, scheduling tools).
l Basic knowledge of operational procedures and logistics management.
l Fluent in both English and Chinese, with strong listening, speaking, reading, and writing skills to operate effectively in a multilingual environment.
Personal Attributes:
l Proactive, detail-oriented, and able to work independently.
l Strong interpersonal skills to build effective relationships.
l Flexibility and adaptability in dynamic environments.
Experience:
l Previous experience in an administrative or operational support role is an advantage.
l Valid driver’s license and a clean driving record (if transportation is a requirement).
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