Operations Administrator

Position Scope
We are seeking a detail-oriented Operations Administrator to provide administrative and operational support to the Modification, Service, and Field Controls Teams. This role is responsible for coordinating order processing, invoicing, travel arrangements, and expense administration, while maintaining accurate records and facilitating effective communication with customers and internal stakeholders to support smooth day-to-day operations.

Key Responsibilities
    1. Order & Customer Coordination

• Coordinate modification orders, including order scheduling, processing, tracking, shipping, and invoicing.
• Communicate with customers to promote modification project sales, respond to inquiries, and provide regular project updates.
• Liaise with internal teams to coordinate order execution and ensure timely delivery.

    2. Invoicing & Operational Administration

• Prepare invoices and submit them for approval, follow up on payments, and maintain accurate payment records.
• Support the Accounts Receivable Department in monitoring and following up on outstanding receivables.
• Coordinate the procurement, inventory, and distribution of office supplies and Personal Protective Equipment (PPE).

    3. Travel, Expense & General Support

• Provide general administrative support to the Modification Team, Service Team, and Field Controls Team.
• Arrange business travel for team members, including flights, hotel accommodations, transportation, and other travel requirements.
• Coordinate work visa applications and related documentation, and prepare supporting documents such as customs letters.
• Manage staff credentials, including technical certifications, operating permits, renewal tracking, and training enrolment.
• Administer petty cash, meal allowances, and mileage claims.
• Process, review, and track employee expense reports submitted by local and overseas team members.
• Reconcile corporate credit card statements against supporting receipts and verify expense claims for accuracy and completeness.
• Perform routine safety-related administrative tasks and maintain relevant records on a daily, weekly, and monthly basis.
• Carry out other administrative duties and ad-hoc projects as assigned.

Requirements

• Post-secondary education in Business Administration, Office Administration, or a related field preferred.
• 2–3 years of relevant administrative, operations coordination, or customer service experience.
• Experience in order coordination, invoicing, travel arrangements, or expense administration is an asset.
• Strong organizational, communication, and multitasking skills, with attention to detail and accuracy.
• Customer-oriented, proactive, and able to work independently and collaboratively.
• Strong written and verbal communication skills in English; proficiency in Cantonese and/or Mandarin is an asset.
• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.