Operations Support Coordinator

House of Pops specializes in offering 100% natural fruit pops that are vegan, refined sugar-free, and aligned with clean label principles. With 5 years of successful operation, we take pride in delivering high-quality products through various channels including Retail, E-commerce, Events, Catering, HORECA, and Franchising. We are seeking an Operations Coordinator who will play a pivotal role in ensuring seamless operational processes across these diverse channels. This individual will be responsible for coordinating and optimizing daily operations, collaborating with cross-functional teams, and ensuring compliance with SOPs. Key ResponsibilitiesInvoice & PO ManagementDay-to-Day Invoice Processing: Manage incoming POs received via email; coordinate with Sales for timely invoice handling.Customers on Hold: Highlight customers on hold and Liaison with accounts team for release of hold and communicate with sales teamInvoice Filing & Tracking: Maintain daily invoice tracker; scan and send invoices to the Invoice Scanner Group.PO Creation: Create POs for all vendors after verifying quotations with the procurement leadPurchase Order Approval & Pending Receipts: Regular follow-up on pending approvals and receipts to ensure closure.Invoice deletion & returns: Coordinate with line manager for deletion of Any non-delivered/cancelled delivery and liaise with sales team for any returns from customersKofax Update: Scan invoices (e.g., MAF Cinemas) and send to Kofax; track and share JOB IDs with Finance.Delivery & Dispatch ManagementDelivery Tracker: Maintain tracker to monitor previous day deliveries.Outbound Coordination: Dispatch stocks according to delivery schedules and customer requirements.Fulfillment Reporting: Confirm and report physical fulfillment of dispatched stock and gelato deliveries.Asset, Stock & Inventory ControlGo Codes Tracker: Record and track asset movements.Reconciliation of physical deliveries vs Netsuite: Reconcile the orders physically delivered with NetsuiteCold Store & Material Requests: Request required materials (e.g., water, stock) for next-day delivery from the warehouse/cold storageInventory Tracker Report: Share stock movement updates with the factory, operations, and sales teams.Stock Count: Take part in stock counting on monthly basisStock Split: Segregate stock based on driver allocation.Driver & Vehicle CoordinationDriver Scheduling: Compile all orders and allocate the drivers accordinglyDriver Coordination & Follow-up: Monitor driver schedules and delivery coordination.Event & Transport SupportEvent Coordination: Schedule and coordinate event setups and dismantling with relevant stakeholders (warehouse, events, drivers)Third-Party Vehicle Management: Coordinate with track third-party vehicles for scheduled trips.

Qualifications

2+ years of experience in operations or logistics coordination (FMCG or similar industry preferred)1+ experience in events coordinationProficiency in Excel; experience with NetSuite or any other ERP systemsStrong organizational skills and attention to detail.Excellent communication and interpersonal skills.Problem-solving and decision-making abilities.Proactive approach to process improvement.Understanding of quality control principles.Ability to work collaboratively across teams.