Business Operations & Projects Executive

Key Responsibilities

1. Operations & Process Improvement

• Support the day-to-day operations of the business and assist in improving existing workflows.
• Identify operational gaps, inefficiencies and areas for improvement.
• Assist in implementing new processes and ensuring they are properly adopted by relevant teams.
• Coordinate with different departments to ensure smooth execution of operational activities.
• Track operational issues, follow up on outstanding matters and ensure timely resolution.
• Support the Operations Manager on ad-hoc operational initiatives and business improvement projects.

2. SOP & Process Documentation

• Develop, document and maintain Standard Operating Procedures (SOPs) across different areas of the business.
• Create process flows, work instructions, checklists and other operational documentation.
• Review existing processes and recommend improvements where required.
• Work with relevant staff to ensure documented procedures accurately reflect actual business operations.
• Assist with the rollout and communication of new SOPs.
• Regularly review and update SOPs when processes, systems or responsibilities change.

3. Procurement & Vendor Management

• Assist with sourcing and procurement of products, services and operational requirements.
• Source quotations and conduct price and supplier comparisons.
• Liaise with suppliers on pricing, orders, deliveries and service matters.
• Maintain supplier and purchasing records.
• Assist in developing and improving procurement processes and controls.
• Monitor outstanding purchase orders and follow up with relevant suppliers.
• Assist with supplier evaluation and coordination where required.

4. Systems & Digitalisation

• Support the implementation, enhancement and rollout of internal business systems.
• Gather requirements from users and translate operational needs into system requirements.
• Liaise with system vendors and external parties during implementation.
• Assist with system testing, data preparation, troubleshooting and user training.
• Prepare documentation and SOPs for newly implemented systems.
• Identify opportunities to automate, streamline or simplify manual processes.
• Support staff in adopting new systems and workflows.

5. Project Coordination

• Support projects from planning through to implementation.
• Coordinate timelines, deliverables and follow-ups with internal and external stakeholders.
• Maintain project trackers and ensure tasks are followed through to completion.
• Prepare project documentation, presentations and progress reports.
• Monitor project progress and highlight potential delays, issues or dependencies.
• Assist in launching new initiatives, products, processes or business activities.
• Coordinate with external vendors, consultants and service providers where required.

6. Weekly Reporting & Management Updates

• Provide a weekly update to the Operations Manager covering key activities, progress and outstanding matters.
• Maintain a clear tracker of ongoing projects, tasks and deadlines.
• Highlight completed tasks, work in progress, upcoming priorities and any issues requiring management attention.
• Escalate delays, operational risks, supplier issues or project blockers promptly.
• Prepare supporting data, reports or presentations for weekly management discussions where required.
• Ensure agreed action items from weekly meetings are followed up and closed within the required timeline.

Weekly updates should generally cover:

• Completed: Tasks and projects completed during the week
• In Progress: Current projects and status
• Pending: Items awaiting action or external parties
• Issues / Risks: Problems, delays or potential risks
• Upcoming: Priorities and deadlines for the following week
• Management Attention: Decisions, approvals or support required

7. Data, Reporting & Administration

• Maintain accurate records, trackers and databases.
• Assist with analysing operational and business data.
• Prepare regular reports and presentations for management.
• Support inventory, sales, procurement and operational reporting where required.
• Maintain organised and up-to-date documentation.
• Assist with preparing business presentations and materials when required.

8. Ad-Hoc & Cross-Functional Support

• Take on new projects and responsibilities as the business grows.
• Provide support across different functions depending on business requirements.
• Work closely with the Operations Manager on improvement initiatives and special projects.
• Coordinate with different departments to ensure tasks and projects are completed smoothly.
• Be willing to take ownership of tasks outside the usual scope of work where required.

Requirements

• Diploma or Degree in Business, Operations, Supply Chain, Logistics, Project Management or a related discipline.
• 2–5 years of relevant working experience in operations, business administration, procurement, project coordination or a similar role.
• Experience in SOP development, process improvement or system implementation is highly advantageous.
• Strong organisational and project coordination skills.
• Good analytical and problem-solving abilities.
• Strong attention to detail and ability to manage multiple deadlines.
• Proficient in Microsoft Office, particularly Excel and PowerPoint .
• Comfortable learning and working with new systems and software.
• Good written and verbal communication skills.
• Able to work independently and take ownership of assigned responsibilities.
• Experience working with suppliers, vendors or external service providers would be an advantage.

Ideal Candidate

The ideal candidate is a versatile, organised and resourceful all-rounder who enjoys variety and is willing to get involved in different aspects of the business.

You should be someone who can:

• Identify a problem and take initiative to solve it.
• Turn an inefficient process into a clear and practical SOP.
• Work with a system vendor to implement a new system.
• Compare suppliers and manage procurement requirements.
• Build and maintain Excel trackers and management reports.
• Coordinate projects across multiple departments.
• Follow up with different stakeholders to ensure tasks are completed.
• Prepare clear presentations and business materials when required.
• Provide structured and meaningful weekly updates to management.
• Identify issues early and escalate them appropriately.
• Take ownership of tasks and follow them through to completion.

This is a role for someone who wants broad exposure to the business and enjoys learning, improving processes and taking ownership of new challenges.