Operations Support Administrator

About the Role

The Operations Support Administrator will provide essential support to the operations department, facilitating coordination among various teams including logistics, production, HR, finance, accounting, and client services. Reporting to the Lead Operations Manager and collaborating closely with supervisory staff, this role supports a technical team of around 30 members as well as external partners such as printing contractors.

Key Responsibilities

• Coordinate closely with the in-house artwork production team to manage the printing process.
• Prepare purchase orders for printing vendors and consolidate related documentation like quotations, delivery notes, invoices, and purchase orders upon receipt of goods.
• Compile monthly expenditure reports for printing activities and liaise with the finance department.
• Arrange shipment of artwork samples to clients and agencies and maintain comprehensive records of work orders, proofs of posting, and posting databases.
• Support warehouse operations by entering data into SAP ERP system, including managing goods movements and generating stock reports.
• Raise purchase orders for non-printing operational requirements and manage truck hire arrangements.
• Oversee advertising inventory management using the ODEX system by generating build status, inventory, and electricity consumption reports, and updating asset information as necessary.
• Prepare and maintain various operational and departmental reports such as printing expenditure analyses, HR reports (including mobile bill consumption, carpool, and public transport), weekly and monthly management reports, and monitor team leave requests.
• Manage operational databases and permit records including DA access passes, vehicle and parking permits, staff employment visas, material passes, and equipment permits ensuring accuracy and timely renewals.
• Act as liaison between HR and operations teams, maintaining employee records, coordinating warehouse staff activities and HR events, and monitoring documentation compliance.
• Handle general office and warehouse administration including procurement of stationery and pantry supplies, petty cash management, coordination of warehouse maintenance, and general departmental support.
• Contribute to process improvements by maintaining operational systems and databases, supporting digital workflow automation, and assisting in data management to enhance efficiency.

Qualifications and Skills

• Bachelor's degree in Business Administration.
• At least two years of relevant local work experience.
• Excellent verbal and written communication abilities.
• Strong computer proficiency with advanced skills in Microsoft Excel.
• Mandatory experience with SAP, specifically procurement and logistics modules.
• Familiarity with database management and inventory control.
• Strong clerical, administrative, honesty, reliability, and confidentiality awareness.
• Preferred experience in operations, production facilities, printing houses, or out-of-home media sectors.
• Possession of a valid driving license and personal vehicle is highly advantageous given the location's limited public transportation options.