Executive Associate

Job Overview

We are looking for a highly organized and proactive Operations & Procurement Coordinator to efficiently manage our daily procurement activities, vendor collaborations, and client communications. The successful candidate will act as the main liaison between our customers and suppliers, handling the entire process from gathering requirements and submitting quotes to tracking order production and final delivery. This role also involves coordinating local operational logistics to ensure timely execution.

Key Responsibilities

• Engage with clients directly to understand precise project needs and specifications.
• Prepare and send clear, professional cost quotations via email promptly.
• Follow up proactively with clients on outstanding inquiries, pending estimates, and current leads.
• Manage end-to-end sourcing and purchasing of materials aligned with the project and client requirements.
• Monitor shipments by tracking materials with primary suppliers, ensuring transit progress matches expectations and delivery deadlines.
• Liaise with secondary vendors for any required material customization or additional processing.
• Ensure strict follow-up with customization vendors regarding production timelines and delivery schedules.
• Coordinate day-to-day logistics operations including scheduling local courier or delivery services such as Porter and other partners.
• Maintain accurate and up-to-date records for vendor timelines, order statuses, and dispatch logs to guarantee smooth workflow.

Qualifications and Requirements

• Fluent English communication skills—reading, writing, and speaking—with ability to draft professional emails, conduct client and vendor calls, and interpret technical details accurately.
• 1 to 3 years of relevant experience in operations, procurement, vendor management, or client coordination roles.
• Strong organizational capabilities, attention to detail, and capability to handle multiple orders concurrently while tracking transit and schedules.
• Practical experience using local logistics applications such as Porter, along with proficiency in Microsoft Excel, Word, and email platforms.
• Proactive problem-solving mindset to identify and resolve delays, enforce vendor accountability, and address delivery obstacles effectively.
• Excellent telephone etiquette and negotiation skills with vendors.