OPERATIONS EXECUTIVE – BRANDING PROJECTS

About the Role

We are looking for an organised, proactive and quick-thinking Operations Executive to coordinate branding projects from requirement stage through execution and documentation.

The candidate will act as a coordination point between clients, internal teams, suppliers, vendors, fabricators and field teams.

This role requires strong follow-up, planning, documentation and problem-solving skills.

• Key ResponsibilitiesClient & Internal CoordinationCoordinate with clients regarding project requirements, schedules and execution details.
• Understand project requirements and communicate them clearly to the relevant internal/vendor teams.
• Follow up on approvals, requirements and pending information.
• Maintain professional communication through email, WhatsApp and phone.
• Vendor & Supplier CoordinationShare Purchase Orders and project requirements with suppliers/vendors.
• Obtain quotations and coordinate material requirements.
• Arrange raw materials required for individual projects.
• Follow up with vendors regarding production and delivery schedules.
• Coordinate with fabricators, printers, installers and other suppliers.
• Project ExecutionArrange and coordinate site recce requirements.
• Schedule recce with the relevant field/vendor team.
• Ensure recce is completed within the required timeline.
• Collect measurements, photographs and site information.
• Coordinate execution schedules and ensure materials reach the site on time.
• Identify potential execution issues and escalate them before they affect the project.
• DocumentationPrepare project PPTs and post-execution documentation.
• Prepare completion reports, photographs and other client-required documents.
• Maintain proper project records.
• Maintain project trackers and update status regularly.
• Organise POs, quotations, invoices, completion documents and other project records.
• Billing & ClosureCoordinate collection of vendor bills and supporting documents.
• Verify required documents before submitting bills for processing.
• Follow up on pending bills and project closures.
• Ensure projects are properly documented before closure.
• Mandatory SkillsMS Office – MandatoryMS Excel
• MS PowerPoint
• MS Word
• Email communication

The candidate should be comfortable with:

• Excel trackers
• Sorting/filtering data
• Basic formulas
• Maintaining project records
• Creating PowerPoint presentations
• Preparing professional emails
• Preferred SkillsExperience in operations/project coordination
• Experience in branding, advertising, printing, signage, events, fabrication or similar industries
• Vendor coordination experience
• Client communication experience
• Basic understanding of purchase orders and invoices