Operations Administrator

Job description

ABOUT YOUR ROLE We are seeking a highly organized and detail-oriented Operations Administrator to support our Distribution Center (DC) operations team based in HCM city. This dynamic role requires a versatile professional capable of handling production administration, end-to-end non-trade procurement, inventory management of consumables, and operational reporting. The ideal candidate will ensure that the day-to-day administrative and logistical needs of the operations team are met efficiently.

YOUR RESPONSIBILITIES

WILL INCLUDE:

• Time, Attendance, & Production Administration Act as the primary Production Admin for operations staff. Manage and process Time & Attendance (T&A) records, ensuring accuracy for payroll processing. Monitor, calculate, and record Overtime (OT) hours for the operations team. Administer and track staff leave applications, ensuring adequate shift coverage and adherence to company policies.
• Non-Trade Purchasing & Vendor coordination Coordination end-to-end procurement process for all Non-Trade materials required by the Operations team. Source reliable vendors and oversee the new vendor setup process. Negotiate pricing and terms to ensure cost-effective purchasing. Manage Contract Administration for non-trade suppliers and services.
• Consumables & Inventory Management Monitor and manage the inventory levels of all non-trade materials and operational consumables (e.g., packaging materials, warehouse supplies, safety gear). Conduct regular stock checks and trigger replenishment processes to prevent shortages that could impact daily operations. Maintain accurate inventory records and optimize stock levels to minimize wastage and reduce costs.
• Operational Reporting & Document Control Track core operational performance metrics and KPIs. Prepare, maintain, and distribute operational performance updates and dashboards on a daily, weekly, and monthly basis.

Monitor, organize, and maintain all operational documentation, ensuring documents are up-to-date, compliant, and easily accessible for audits and daily reference.

Qualifications

Education

College or Bachelor’s degree in Business Administration, Supply Chain, Operations Management, or a related field.

Experience

Proven experience in an operations administration, procurement, or HR admin role, preferably within a Distribution Center, warehouse, or manufacturing environment.

Procurement Skills

Strong understanding of end-to-end purchasing processes (POs, invoicing, vendor negotiations, and contract management). Good english communication skills. Having knowledge of Lean, AI applications is preferred.

Technical Skills

Proficiency in Microsoft Office Suite, Google tool, particularly in Excel for maintaining performance dashboards and reports. Experience with ERP, T&A, or Procurement software is highly advantageous.

Soft Skills

Strong negotiation skills, excellent attention to detail, proactive problem-solving abilities, and the capacity to multitask in a fast-paced environment.