Position Summary

We are seeking a highly organized, proactive, and resourceful Executive Personal Assistant & Operations Coordinator to support the Director and Operations Management team at Cowpresso. This is a fast-paced, hands-on role requiring exceptional communication, problem-solving, coordination, and administrative skills.

The primary responsibility of this role is to act as the central point of communication and coordination across the business, ensuring that information flows efficiently between management, operations, suppliers, customers, staff, and external stakeholders. You will play a critical role in helping the company operate smoothly and efficiently on a day-to-day basis.

This position is ideal for someone who enjoys multitasking, solving problems, coordinating people, and taking ownership of tasks in a growing entrepreneurial environment.

Key Responsibilities

Executive & Administrative Support

Provide direct administrative and operational support to the Director and Head of Operations.
Manage calendars, appointments, meetings, schedules, and business priorities.
Prepare reports, presentations, quotations, invoices, and business documents.
Organize and maintain company records, SOPs, contracts, and operational documentation.
Handle email correspondence, phone calls, and day-to-day administrative matters.

Operations Coordination & Liaison

Serve as the primary liaison between management, outlet teams, suppliers, contractors, customers, logistics providers, landlords, and external partners.
Coordinate communication across different departments to ensure tasks are completed accurately and on time.
Follow up on outstanding issues and ensure smooth execution of operational projects.
Assist in planning and coordinating company initiatives, outlet operations, events, and business expansion projects.
Ensure important information is communicated clearly and efficiently to all stakeholders.

Problem Solving & Project Management

Identify operational bottlenecks and work proactively to resolve issues.
Assist management in planning, organizing, and executing strategic and operational projects.
Coordinate action items from meetings and ensure timely completion.
Handle ad-hoc challenges independently and escalate issues when necessary.
Support the business during operational emergencies and urgent situations.

Accounting & Financial Administration

Prepare basic accounting calculations, costing analysis
Assist with invoicing, accounts receivable, accounts payable, payroll coordination, and expense tracking.
Prepare operational reports, profit and loss summaries, and business performance analyses.
Monitor budgets, expenses, and assist management with financial planning and forecasting.
Liaise with accountants, auditors, banks, and external service providers.

Human Resources & Operations Support

Coordinate staff scheduling, leave applications, recruitment, onboarding, and payroll administration.
Assist in manpower planning and workforce coordination across multiple outlets.
Support training administration and employee performance tracking.
Coordinate staff communications and internal operational updates.

Communication & Relationship Management

Make calls to suppliers, customers, contractors, landlords, government agencies, and business partners.
Follow up on quotations, deliveries, invoices, payments, and project timelines.
Maintain strong relationships with internal teams and external stakeholders.
Act as a trusted coordinator to ensure all departments operate efficiently and collaboratively.

Requirements

Diploma minimum
Minimum 2 years of experience in executive support, administration, operations, project coordination, or business management.
Strong organizational, communication, and problem-solving skills.
Excellent verbal and written communication abilities.
Proficient in Microsoft Office, Google Workspace, spreadsheets, and administrative systems.
Comfortable performing calculations, preparing reports, and analyzing business information.
Highly proactive, resourceful, and able to work independently.
Able to manage multiple priorities simultaneously in a fast-paced environment.
Experience in F&B, hospitality, retail, or SME environments is advantageous.

Working Requirements

Must be willing to work on weekends, public holidays, and outside normal office hours whenever operational requirements demand.
Must be comfortable working in a fast-paced, hands-on business environment.
Willingness to assist with ad-hoc operational tasks and urgent business matters when required.
Competitive salary package will be given

Our Ideal Candidate

We are looking for someone who thrives on solving problems, coordinating people, moving information efficiently, and ensuring that different teams work together smoothly. The successful candidate will effectively serve as the operational bridge between the Director, management team, staff, suppliers, and external stakeholders, helping the business operate efficiently and scale successfully.

Personal Assistant to Director