Operations Specialist

Responsibilities:

• Prepare shipment forecasts based on sales inputs and submit them to the HQ Operations Center.
• Review, validate, and process customer Purchase Orders (POs), ensuring accuracy and consistency with approved quotations, signed contracts, and commercial agreements prior to order creation in the C4 system.
• Coordinate with the HQ Order Management team on order processing, production planning, shipment schedules, and delivery timelines to ensure timely order fulfillment.
• Monitor order status and proactively coordinate with internal and external stakeholders to ensure on-time delivery in accordance with customer requirements.
• Assist customers with order-related documentation, including customs clearance, transportation, and shipping requirements.
• Coordinate domestic and international product shipments with logistics providers, freight forwarders, and customers.
• Track, analyze, and maintain shipment records to support monthly, quarterly, and annual operational reporting.
• Conduct periodic warehouse and inventory audits and reconcile inventory records to ensure accuracy.
• Serve as the primary point of coordination among the Sales team, customers, HQ Operations, logistics providers, and other internal stakeholders to facilitate efficient order fulfillment.
• Provide sales administrative support, including customer contract administration, customer reception, and coordination of corporate gifts and business invitations.
• Organize and coordinate internal and external meetings, including venue arrangements, logistics, meeting schedules, and presentation materials.
• Manage general office administration, including office leasing, renovations, facilities management, expatriate accommodation, apartment lease coordination, and vendor management.
• Coordinate with building management and service providers to ensure the efficient operation, maintenance, and safety of office facilities.
• Manage the procurement of office supplies, equipment, and services in accordance with company policies and approved budgets.
• Maintain inventory records of company assets, office equipment, and supplies, ensuring proper accountability and timely replenishment.
• Support contract administration by maintaining organized records of vendor agreements, lease contracts, service agreements, and other operational documents.
• Coordinate the procurement and renewal of corporate insurance policies and assist with insurance claims documentation when required.
• Manage the application, renewal, and maintenance of company permits, licenses, registrations, and certifications, ensuring timely compliance with applicable national and local government regulations.
• Liaise with government agencies, landlords, external consultants, and service providers regarding operational, administrative, and regulatory compliance requirements.
• Maintain an organized repository of permits, licenses, contracts, insurance policies, and other compliance-related documents, and monitor renewal schedules.
• Support the planning and execution of employee engagement initiatives, company culture programs, team-building activities, local events, exhibitions, and marketing activities in coordination with the Marketing team.
• Prepare and submit operational reports, documentation, and records required by management and regulatory authorities.
• Develop, review, and continuously improve administrative and operational processes to enhance efficiency, service quality, and compliance.
• Perform other duties and responsibilities as may be assigned by management.

Job Requirement:

• Bachelor's degree in Business Administration, Logistics, Supply Chain Management, Customs Administration, or a related field.
• Must be a Licensed Customs Broker (LCB) duly licensed by the PRC.
• At least 2-3 years of experience in import/export operations, customs clearance, order management, logistics coordination, procurement, and administrative support.
• Hands-on experience coordinating with freight forwarders, customs brokers, shipping lines, and government agencies is highly preferred.
• Experience in multinational companies or regional operations is an advantage