The posting
Position: Operations Administrative Executive / Assistant
The Operations Administrative Executive / Assistant is responsible for providing administrative and operational support to ensure the smooth and efficient daily operations of the e-waste recycling and manufacturing facility. The role involves coordinating documentation, inventory records, production activities, logistics, and material movements while ensuring compliance with company procedures, workplace safety requirements, and applicable environmental regulations.
1. Key Responsibilities
A. Operations and Administrative Support
- Provide day-to-day administrative support to the Operations and Manufacturing teams.
- Prepare, update, and maintain operational records, work orders, reports, and documentation.
- Perform data entry and maintain accurate records in the company's internal systems.
- Coordinate with internal departments to ensure smooth workflow and timely completion of operational tasks.
- Handle filing, document control, and other general administrative duties.
- Assist the Operations Manager with reporting, scheduling, and ad hoc assignments.
B. Inventory and Material Control
- Monitor and maintain records of incoming and outgoing e materials, recyclable components, and recovered materials.
- Assist with stock reconciliation and physical inventory checks.
- Verify material quantities, weights, and relevant documentation against delivery and collection records.
- Update inventory spreadsheets in systems and report discrepancies to the relevant personnel.
- Support the tracking and traceability of materials throughout the recycling and manufacturing process.
C. Production and Warehouse Coordination
- Coordinate with production and warehouse personnel on daily operational requirements.
- Assist in updating production records, output reports, and material consumption records.
- Monitor the status of material movements and follow up on outstanding operational matters.
- Support production planning and scheduling by maintaining accurate operational information.
- Liaise with relevant departments to address documentation issues or operational delays.
D. Logistics and Documentation
- Coordinate collection, transportation, deliveries, and dispatch arrangements.
- Prepare and verify purchase orders, delivery orders, collection records, invoices, and other relevant documents, as assigned.
- Liaise with suppliers, customers, transport providers, and recycling partners on operational matters.
- Ensure supporting documents are properly maintained and readily available for reference.
- Follow up on delivery discrepancies, missing documents, and outstanding transactions.
E. Safety, Environmental and Compliance Support
- Assist in maintaining records related to workplace safety, environmental procedures, and operational compliance.
- Support the preparation of documents for internal audits, external inspections, and compliance reviews.
- Ensure operational documents are maintained in accordance with company policies and applicable requirements.
- Promptly report discrepancies, incidents, or non-compliance issues to the relevant supervisor.
- Support proper housekeeping and adherence to established procedures for the handling and storage of e-waste materials.
2. Job Requirements
- Minimum GCE 'N' / 'O' Level, Nitec, Diploma, or equivalent qualification in Business Administration, Operations Management, Supply Chain, Logistics, or a related field.
- Preferably 1–3 years of experience in administrative support, manufacturing, warehouse operations, logistics, or a related industry.
- Experience in e-waste recycling, electronics manufacturing, or waste management will be an advantage.
- Proficient in Microsoft Office applications, particularly Excel, Word, and Outlook.
- Experience with inventory management systems or any software is an advantage.
- Good organizational, communication, and coordination skills.
- Meticulous, responsible, and able to manage multiple tasks and meet deadlines.
- Able to work independently as well as collaboratively with different departments.
- Willingness to work in a manufacturing or warehouse environment when required.
3. Key Competencies
- Strong attention to detail and accuracy.
- Effective time management and prioritization.
- Good documentation and record-keeping skills.
- Problem-solving and follow-up abilities.
- Teamwork and cross-functional coordination.
- Awareness of workplace safety and environmental responsibilities.
- Able to handle confidential information with integrity.
- Positive working attitude, resourceful, and willing to learn.
4. Working Environment
The position is primarily administrative but requires regular coordination with manufacturing, warehouse, logistics, and operations personnel. The employee may be required to enter operational or warehouse areas and must follow all applicable personal protective equipment (PPE), safety, and site access requirements.
We regret to inform that only shortlisted candidates will be notified.
