OFFICE MANAGER / OPERATIONS MANAGER

Position                        : OFFICE MANAGER / OPERATIONS MANAGER
Working location         : Quy Nhon, Binh Dinh
Salary package            : Negotiable
Role Overview

• A well-established international manufacturing and export business is seeking an experienced Office Manager to lead and oversee the daily operations of its Quy Nhon office.
• This role goes beyond traditional office administration and offers the opportunity to manage customer service operations, logistics coordination, business processes, reporting functions, and cross-functional team performance in a dynamic export-oriented environment.

Key Responsibilities
Customer Service & Business Operations

• Lead and develop the Customer Service and Claims teams to ensure excellent customer experience.
• Monitor service performance and implement continuous improvement initiatives.
• Handle customer complaints, claims, and replacement processes in a timely and professional manner.
• Coordinate closely with commercial teams and international stakeholders to ensure smooth order fulfillment.
• Support contract administration and customer-related documentation.

Logistics & Export Operations

• Oversee export shipment activities and logistics coordination.
• Work closely with freight forwarders, shipping lines, and logistics providers.
• Analyze and optimize freight costs and shipping performance.
• Monitor shipping schedules and ensure on-time deliveries.
• Support negotiations and allocation of freight capacity when required.
• Provide logistics market insights and recommendations to management.

ERP & Data Management

• Ensure accuracy and integrity of operational data within the ERP system.
• Monitor purchasing, inventory, and order-related information.
• Support data reconciliation and reporting activities.
• Collaborate with Finance and Supply Chain teams to improve data accuracy and process efficiency.
• Drive process standardization and system utilization across departments.

Team Leadership & Office Management

• Lead and coach office-based operational teams.
• Set KPIs, monitor performance, and support employee development.
• Build a high-performance and collaborative working environment.
• Ensure office operations run effectively and in compliance with company policies.
• Partner with HR and Finance on employee administration and operational matters.

Reporting & Process Improvement

• Prepare operational reports and management updates.
• Identify inefficiencies and drive continuous improvement initiatives.
• Develop and implement SOPs, workflows, and business processes.
• Support management in achieving operational excellence and business objectives.

Qualifications & Experience
Education

• Bachelor's Degree in Business Administration, Supply Chain, Logistics, International Trade, Economics, or related disciplines.

Experience

• Minimum 5 years of management experience in operations, customer service, logistics, supply chain, commercial support, or related functions.
• Experience working within manufacturing, export, trading, furniture, homeware, FMCG, or multinational environments is highly preferred.
• Proven experience leading and developing teams.

Technical Skills

• Strong understanding of export procedures, shipping documentation, and international logistics.
• Experience working with ERP systems and operational reporting.
• Proficiency in Microsoft Excel and data analysis.
• Strong process management and problem-solving abilities.

Language

• Good English communication skills, both written and spoken.
• Comfortable working with international stakeholders and customers.

Personal Attributes

• Strong leadership and stakeholder management skills.
• Proactive, hands-on, and results-oriented.
• Detail-oriented with excellent organizational capabilities.
• Able to manage multiple priorities in a fast-paced environment.

 

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