Executive Associate

Job Overview

We are seeking an organized, proactive, and detail-oriented Operations & Procurement Coordinator to oversee our daily procurement, vendor coordination, and client communication workflows. In this role, you will act as the key bridge between our customers and suppliers—managing quotes, tracking orders through production and customization, ensuring timely deliveries, and handling local operational logistics.

Key Responsibilities

1. Client Communication & Account Support

·       Requirements Gathering: Contact clients directly to understand their project requirements and specifications accurately.

·       Quotations: Draft and send clear, professional cost quotations to clients via email in a timely manner.

·       Client Follow-ups: Proactively follow up with clients regarding past inquiries, pending estimates, and ongoing leads.

2. Procurement & Vendor Management

·       Procurement Execution: Handle end-to-end sourcing and purchasing of materials based on project and customer requirements.

·       Shipment & Transit Tracking: Continuously track procured materials with primary suppliers, verifying they are in transit and on schedule to meet agreed delivery deadlines.

·       Customization Management: Hand over materials to secondary vendors whenever customization or additional processing is required.

·       Vendor Delivery Follow-up: Strictly follow up with customization vendors to confirm production timelines, transit status, and delivery schedules.

3. Operational Logistics & Administration

·       Local Logistics Support: Coordinate day-to-day operational tasks, including booking local courier/delivery services (e.g., Porter or other logistics partners) as needed.

·       Status Reporting: Maintain accurate records of vendor timelines, order statuses, and dispatch logs to ensure smooth operations.

Key Requirements & Qualifications

·       Language Proficiency (Critical): Excellent command of English is mandatory. Must be able to read, speak, and write fluently to craft professional emails, conduct phone conversations with clients/vendors, and interpret technical requirements accurately.

·       Experience: 1–3 years of experience in operations, procurement, vendor management, or client coordination roles.

·       Organization Skills: Exceptional attention to detail and ability to multi-task, trace transit schedules, and manage multiple orders simultaneously.

·       Logistics & Tech Skills: Hands-on experience using local delivery applications (e.g., Porter, standard courier portals) and basic office software (Email clients, MS Excel, Word).

·       Problem-Solving: Proactive approach to tracking down delays, holding vendors accountable to timelines, and resolving delivery bottlenecks.

Preferred Skill

• Must be able to read, speak, and write fluently to craft professional emails, conduct phone conversations with clients/vendors, and interpret technical requirements accurately.

• Strong telephone etiquette and vendor negotiation skills.·