Assistant Operations Coordinator

at  A2V

SKILLS AND EXPERIENCE:

• Proficient with Microsoft Office tools, especially Excel.
• Eager to learn and navigate new IT applications and web portals.
• Logistics experience desirable, but a strong willingness to learn is essential.
• Strong attention to detail and organisational skills.
• Ability to work Independently and as part of a team.
• Excellent communication skills and a proactive attitude.

ROLE RESPONSIBILITIES AND TYPICAL DAILY TASKS

No two days will be the same, and to succeed in this role, you will need to be highly organised, detail-oriented, and committed to accuracy. You’ll be rolling up your sleeves, working alongside the rest of the team, and doing what needs to be done. All training will be provided, and you will be working in a pleasant environment at a company proud of its team-focused culture. As part of our Operations team, you’ll gain exposure to various aspects of the business and have opportunities for career development as you grow with us.

ROLE RESPONSIBILITIES:

• Systems Management: Support the maintenance of projects, products, purchase orders, and sales orders in the Sage system, ensuring all details are entered accurately. Update project details as needed, ensuring all information is correctly linked and current on Sage.
• Freight Management: Plan and coordinate the freight of shipments to our customers worldwide, following customer supplier manuals. Review freight schedules and optimise load planning to achieve the most efficient options for all orders, whether FOB or DDP.
• Document Management: Ensure shipping documents, including shipping marks and commodity details, are accurately documented (aligned with Project P&L), sent, and received as required. Assist with managing supplier payments, ensuring documents are received in time for goods to be cleared and delivered.
• Samples Management: Support the Account Management team and Asia team with international and domestic sample receipt, ensuring timely delivery within CP deadlines.
• Operations Projects: Participate in projects aimed at improving our functions from time to time.
• Order Processing: Raise orders and manage stock transactions in the ERP system. Prepare freight quotes and container plans. Plan deliveries according to specific customer requirements.
• Support Tasks: Assist with purchasing office supplies, obtaining quotes for necessary jobs, and other related tasks.

TYPICAL DAILY TASKS:

In this role, you’ll be responsible for coordinating shipping processes by requesting, preparing, and providing essential documents, ensuring that everything is in place for smooth and timely deliveries. You’ll work closely with customers and freight forwarders to schedule shipments and ensure all freight-related activities run smoothly.
You’ll also maintain accurate records within our systems, updating project and freight details in Sage, tracking progress, and checking invoices from various sources. Keeping everything current and correct will be key to ensuring seamless operations.
Additionally, you’ll handle a variety of other tasks, such as booking stock, arranging sample deliveries, and stepping in to assist the team with any office needs or ad hoc requests. Your adaptability and willingness to help wherever needed will contribute to the team’s success.