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.

13 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.