Operation Executive

Job Title: Operation Assistant / Operation Executive

Role Summary

We are looking for a smart, organized, and computer-proficient Operation Assistant / Operation Executive to manage the backend operations of the organization. The person will be responsible for maintaining client data, vendor data, communication records, payment records, team schedules, delivery follow-ups, and overall operational documentation.

This role requires someone who is very comfortable with computers, fast in typing, smart with software, and able to keep important records and information available at their fingertips.

Key Responsibilities

• Maintain complete and updated client data in Excel, CRM, or company software.
• Maintain vendor records, vendor pricing, contact details, and communication history.
• Build and maintain professional relationships with vendors and service providers.
• Manage email communication with clients, vendors, and internal team members.
• Track client fulfillment, delivery status, pending work, and completed tasks.
• Coordinate with vendors to check rates, availability, delivery timelines, and service updates.
• Provide updated rates, vendor information, and operational details to the sales/team members when required.
• Coordinate with the internal team to ensure smooth execution of client requirements.
• Manage backend operational work and keep records properly organized.
• Maintain records of leads, clients, payments, activities, follow-ups, and daily operations.
• Track payment status, pending payments, received payments, and payment follow-ups.
• Schedule team tasks, reminders, follow-ups, and important deadlines.
• Maintain organized files, folders, spreadsheets, documents, and CRM entries.
• Prepare daily, weekly, or monthly reports as required by management.
• Ensure no important client, vendor, payment, or delivery information is missed.
• Support the team with administrative and operational coordination.

Required Skills

• Strong computer knowledge is mandatory.
• Excellent typing speed and accuracy.
• Good knowledge of Microsoft Excel / Google Sheets.
• Ability to use CRM software and other business tools.
• Comfortable with email, file management, online forms, cloud storage, and basic office software.
• Strong data entry, record keeping, and documentation skills.
• Ability to manage multiple tasks and follow-ups at the same time.
• Good communication skills with clients, vendors, and internal team members.
• Detail-oriented, organized, and responsible.
• Ability to keep business records updated and easily accessible.
• Quick learner and software-smart.

Preferred Qualities

• Experience in operations, backend coordination, administration, CRM, or client servicing.
• Ability to work independently and take ownership of tasks.
• Smart problem-solving attitude.
• Ability to maintain confidentiality of company, client, and payment data.
• Professional behavior and good follow-up discipline.

Ideal Candidate

The ideal candidate should be computer smart, Excel smart, CRM smart, and highly organized. They should be able to maintain all important organizational data, client details, vendor details, team tasks, payment records, and operational activities in a clear and updated manner, so that information is always available whenever needed.