Operations Coordinator

1. Executive Support to General Manager

• Assist the General Manager in daily operational and administrative tasks.

• Coordinate internal communications, consolidate updates, and prepare briefing materials for management.

• Follow up on action items assigned by the General Manager to ensure timely completion.

• Arrange meetings, prepare minutes, track progress, and support decision-making activities.

• Handle confidential matters with professionalism and discretion.

2. Operations Support

• Assist in the daily operations of port machinery projects (STS, RTG/RMG, EH, Terminal Tractor, etc.).

• Track project progress, site requirements, material readiness, and work orders.

• Compile operational data, including equipment performance, maintenance records, and KPI dashboards.

• Prepare daily, weekly, and monthly reports for internal and customer use.

3. Documentation & Process Management

• Manage documentation such as contracts, technical files, acceptance records, maintenance reports, and project documents.

• Prepare presentations, SOPs, training materials, workflow charts, and meeting minutes.

• Assist in submitting customer-required documents (e.g., SAT/FAT documents, punch lists, rectification reports).

4. Project Coordination

• Coordinate manpower, tools, vehicles, and materials for on-site operations.

• Track project milestones and maintain clear communication between engineering, service teams, and management.

• Participate in internal and external meetings, prepare meeting minutes, and follow up on action items.

5. Customer & Vendor Communication

• Support communication with customers on operational coordination and general updates.

• Liaise with suppliers/contractors for spare parts, logistics, and outsourced services.

• Assist with customer visits, inspections, and reporting tasks when required.

6. Administrative & On-Site Support

• Arrange travel, accommodations, site passes, and logistics for operations and management.

• Provide on-site support such as equipment inspections, photo documentation, and information collection.

• Assist in preparing operational summaries, progress reports, and client presentations.

Qualifications & Requirements

• Diploma or Bachelor's degree in Logistics, Engineering Management, Business Administration, or related fields.

• 1–3 years of experience in operations, project coordination, executive assistance, or administrative roles.

• Experience in engineering, manufacturing, port machinery, or supply chain sectors is a plus.

• Strong organisational and multitasking abilities; able to prioritise and manage deadlines.

• Proficient in Microsoft Office (Excel, Word, PowerPoint).

• Excellent communication and coordination skills.

• Basic English proficiency for communication and documentation; Mandarin proficiency is an advantage.

• Experience supporting senior management or involving cross-department coordination.

• Familiarity with port operations or heavy equipment service workflows.

• Skills in data analysis or simple dashboard/report creation.

• Based on project needs; occasional site visits to ports, workshops, or customer locations may be required.