Job Overview
We are looking for a proactive, organized, and detail-oriented Executive Assistant - Operations & Delivery to support daily coordination and execution activities within a fast-paced manufacturing and delivery environment.
This role will work closely with the Order Fulfilment & Product Delivery Lead to coordinate across engineering, planning, operations, QAQC, supply chain, warehouse, logistics, and customer-facing teams to ensure smooth order execution and on-time delivery.
The ideal candidate should be highly dependable, capable of handling multiple projects, and comfortable working in a dynamic operational environment with frequent follow-ups and coordination tasks.
Key Responsibilities
Operations & Delivery Coordination
- Support daily tracking of customer orders, production milestones, and shipment schedules
- Maintain and update operational trackers, delivery plans, and priority reports
- Coordinate with engineering, planning, operations, QAQC, supply chain, and warehouse teams to ensure timely execution
- Monitor critical delivery timelines and proactively follow up on pending actions
- Escalate operational risks, delays, or bottlenecks when necessary
Communication & Follow-Up
- Draft and manage professional emails for internal and external communication
- Coordinate meetings, operational reviews, and follow-up discussions
- Prepare meeting minutes, action trackers, and status summaries
- Ensure timely follow-up with stakeholders across multiple departments
Documentation & Administrative Support
- Organize project documentation, operational records, and shipping-related files
- Assist in preparing presentations, reports, and management updates
- Maintain structured document control and filing systems
- Support ERP-related administrative and coordination activities
Executive Support
- Manage scheduling, calendars, and meeting coordination
- Assist in prioritizing daily operational activities and reminders
- Support travel planning and administrative arrangements when required
- Help improve workflow organization and operational efficiency
Process Improvement &Digital Coordination
- Support operational reporting and dashboard tracking
- Utilize Microsoft Office tools effectively, especially Excel, Outlook, Teams, and PowerPoint
- Assist in improving coordination workflows and tracking systems
- Support digital initiatives and process automation improvements where applicable
Requirements
Qualifications
- Diploma or Degree in Business, Operations, Engineering or Supply Chain.
- 2-5 years of relevant experience in operations coordination, executive support, manufacturing administration, or project coordination
- Experience in manufacturing, engineering, oil & gas, or industrial industries is preferred
Skills & Competencies
- Strong organizational and multitasking skills
- Excellent coordination and follow-up capabilities
- Strong attention to detail and urgency management
- Good written and verbal communication skills
- Ability to work independently in a fast-paced environment
Proficient in:
- ERP systems (Odoo/SAP preferred)
Personal Attributes
- Proactive and responsible
- Strong sense of ownership and accountability
- Calm under pressure and deadline-driven
- Fast learner with positive working attitude
- Good interpersonal and stakeholder management skills
Preferred Advantages
- Experience handling manufacturing schedules or project timelines
- Familiarity with logistics and shipping documentation
- Exposure to QAQC or production environments
- Experience working with international teams or customers
- Knowledge of dashboards, reporting tools, or automation platforms is an added advantage
Why Join Us
- Opportunity to work closely with leadership in a high-impact operational role
- Exposure to international oil & gas manufacturing projects
- Dynamic and fast-paced learning environment
- Opportunity to contribute directly to operational excellence and delivery performance
