Business Operations Associate

We are looking for a proactive and highly organized Business Operations Associate to support the day-to-day operations of the business.

This role focuses on keeping work organized, coordinating operational and administrative activities, ensuring follow-ups are completed, and helping projects move forward.

You will work closely with the co-founder and gradually take ownership of recurring responsibilities, allowing the founder to focus on higher-value work.

Key Responsibilities

1. Executive Coordination
Manage the founder's calendar, including scheduling, rescheduling and coordinating meetings.
Maintain task lists, priorities and follow-up trackers to ensure commitments are completed.
Monitor action items and proactively follow up with internal and external stakeholders on outstanding tasks.
Prepare meeting agendas, capture action items and track follow-up activities where required.
Coordinate appointments and business commitments to ensure the founder remains well organized.
Maintain an accurate and up-to-date calendar of meetings, deadlines and business commitments.

2. Business Operations
Coordinate with suppliers, service providers and other business contacts to support day-to-day operational activities.
Monitor the progress of ongoing projects and ensure tasks are completed within agreed timelines.
Follow up with internal and external stakeholders to keep operational activities moving forward.
Track operational issues and escalate blockers or delays where appropriate.
Maintain project trackers and prepare regular operational status reports highlighting progress, outstanding tasks and blockers.
Support the coordination and execution of business initiatives as required.

3. Research & Analysis
Conduct research on suppliers, products, markets and competitors to support business activities.
Gather, organize and summarize information from multiple sources into clear, concise and actionable reports.
Identify and compile relevant information to support operational activities and decision-making.
Use AI tools and other research resources to improve the quality and efficiency of research tasks.
Maintain organized records of research findings for future reference.

4. Administration & Documentation
Organize and maintain digital files, folders and business records.
Format, proofread and maintain business documents, reports and presentations.
Maintain accurate contact lists, business databases and operational records.
Create, update and maintain standard operating procedures (SOPs), templates and other business documentation.
Prepare recurring operational and administrative reports, ensuring information is accurate and up to date.

5. Commercial & E-commerce Support
Assist with maintaining product information across e-commerce platforms and marketplaces.
Coordinate order processing and monitor order status where required.
Coordinate inventory updates to help maintain accurate product availability.
Coordinate customer enquiries and support requests, escalating issues where appropriate.
Collect supplier quotations, compare pricing and maintain quotation records.
Support commercial and e-commerce activities as required.

What We're Looking For

1. Essential Competencies
Excellent organizational skills with strong attention to detail.
Strong time management and prioritization skills.
Strong written and spoken English communication skills.
Ability to manage multiple tasks and deadlines effectively.
Ability to identify issues, follow up proactively and keep work moving forward.
Ability to work independently, take ownership and consistently follow through on commitments.

2. Technical Skills
Proficiency in Microsoft Office (particularly Word and Excel) or Google Workspace.
Comfortable using AI-powered productivity tools to improve efficiency and work quality (e.g. ChatGPT).
Strong internet research and information gathering skills.
Ability to learn and adapt quickly to new software, systems and digital tools.
Experience using e-commerce platforms and online marketplaces (e.g. Shopify or Amazon Seller Central) is an advantage, but not required.

3. Preferred Experience
Previous experience in an administrative, business operations, coordination or similar support role.
Experience conducting online research and preparing reports or business documentation.
Experience coordinating with suppliers, service providers or external stakeholders.
Experience working in a small business or entrepreneurial environment is an advantage.
Experience using e-commerce platforms and online marketplaces (e.g. Shopify or Amazon Seller Central) is an advantage.

4. Application Instructions

To apply, please submit your application together with your CV/resume and briefly answer the following questions:

Why are you interested in this Business Operations Associate role, and why do you think you would be a good fit?
Tell us about a situation where you were responsible for coordinating multiple tasks or people and ensuring the work was completed. What did you do?
What experience do you have with e-commerce, Shopify, WooCommerce or other online marketplaces? Please be specific about what you have actually done.
Which business and productivity tools are you comfortable using? Please include your experience with Microsoft Office/Google Workspace, particularly Excel/Google Sheets, and AI tools such as ChatGPT, Claude etc.
Give an example of a task or responsibility you handled independently with minimal supervision. How did you ensure that nothing was missed?