Administrative Operations Manager

Job Purpose

To independently manage the company’s day-to-day administrative and operational activities, ensuring smooth coordination between management, employees, customers, suppliers, logistics partners and other stakeholders. The role requires strong ownership, excellent communication and the ability to manage multiple activities simultaneously.

Key Responsibilities

Administration

• Manage day-to-day office administration and facilities.

• Coordinate with housekeeping, security, maintenance and other service providers.

• Maintain office records, documents and administrative registers.

• Handle purchase of office supplies, stationery and other administrative requirements.

• Coordinate travel, accommodation, meetings and other arrangements for management and employees.

• Ensure timely renewal and maintenance of AMC, licenses, insurance and other administrative contracts.

• Maintain employee-related administrative records and coordinate with HR wherever required.

• Ensure compliance with company policies and administrative procedures.

Operations

• Coordinate day-to-day operational activities across departments.

• Monitor pending activities and ensure timely completion.

• Coordinate with Production, Purchase, Stores, Quality, Sales, Finance and Dispatch teams.

• Prepare daily/weekly operational status reports for management.

• Track customer orders, dispatches, deliveries and pending commitments.

• Coordinate with suppliers and logistics partners for timely deliveries.

• Follow up on material availability, purchase orders and critical operational requirements.

• Identify operational delays and escalate issues to management with appropriate solutions.

Customer & Management Coordination

• Act as an important coordination point between management and internal/external stakeholders.

• Follow up with customers on orders, documents, payments, dispatches and other requirements.

• Prepare and maintain MIS reports for management.

• Schedule and coordinate meetings and follow-up actions.

• Ensure that commitments made to customers and management are tracked to closure.

Documentation & MIS

• Maintain proper documentation and records of operational activities.

• Prepare MIS reports using advanced MS Excel.

• Develop and maintain trackers for:

o Pending orders

o Customer follow-ups

o Purchase/material status

o Dispatches

o Payments

o Vendor activities

o Administrative activities

• Analyse data and highlight delays, exceptions and important management actions.

Vendor & Service Provider Coordination

• Coordinate with vendors and service providers.

• Obtain quotations and compare commercial proposals where required.

• Follow up for timely supplies/services.

• Monitor vendor performance and resolve routine operational issues.

• Maintain vendor-related documentation and records.

Required Skills

• Excellent MS Excel skills, including formulas, filters, sorting, Pivot Tables and MIS preparation.

• Strong written and verbal communication skills in English.

• Excellent coordination and follow-up abilities.

• Good organisational and time-management skills.

• Ability to independently handle multiple responsibilities.

• Strong attention to detail.

• Good interpersonal and relationship-management skills.

• Ability to prepare professional emails, reports and presentations.

• Proactive approach with strong problem-solving capability.

• Ability to work under pressure and meet deadlines.

Preferred Experience

Candidates with experience in manufacturing, engineering, electronics, smart cards, technology or B2B organisations will be preferred.

Experience in coordinating with customers, suppliers, logistics companies and multiple internal departments will be an advantage.

Key Performance Indicators (KPIs)

• Timely completion of administrative and operational activities.

• Effective follow-up and closure of pending tasks.

• Timely coordination of customer orders and dispatches.

• Accuracy and timeliness of MIS reports.

• Reduction in operational delays.

• Effective vendor and service-provider coordination.

• Responsiveness to management requirements.

• Overall smooth functioning of office and operational activities.

Personal Attributes

The ideal candidate should be:

• Responsible and dependable

• Proactive and self-motivated

• Well organised

• Professional and presentable

• Good at follow-up

• Comfortable communicating with senior management

• Capable of working independently

• Practical and solution-oriented

• Willing to take ownership of tasks from initiation to closure

Nature of Role

This is a hands-on, managerial coordination role requiring the candidate to take ownership of administration, operations, follow-ups and MIS rather than functioning only in a routine administrative capacity.