Operations Coordinator

Role Overview and Responsibilities

The Operations Coordinator will manage and streamline international operations, focusing on effective reporting, tracking, and administrative excellence to support project execution and agency coordination.

• Prepare essential documents such as One-Pagers, Direct Agreements, Jira, iProcs, RFPs, Claims, and Payments to ensure seamless project delivery.
• Support agency representatives and ensure timely updates of all activities within the CRM tool (SimpleView).
• Monitor timely submission of monthly reports by Overseas Offices and agencies.
• Coordinate payments ensuring all documentation is approved and processed promptly with the Finance team post HOR review.
• Assist in monitoring and evaluating Overseas Offices' and agencies' performance; provide evaluation reports and recommendations to Head of Region (HOR).
• Facilitate smooth contractual operations including drafting, amending, renewing, or canceling contracts with Overseas Offices and agencies.
• Compile comprehensive reports on activities including KPIs, outcomes, lessons learned, and integrate insights into future initiatives.
• Maintain and regularly update budget trackers for all markets, comparing targets against actual expenditures, reporting findings to HOR.
• Help prepare detailed performance reports for Senior Management with all required documentation for monthly and ad hoc management meetings.
• Ensure strict adherence to internal processes across Legal, Procurement, Finance, and HR departments.
• Compose and proofread correspondence using various office software such as email systems, spreadsheets, and databases, and disseminate them appropriately.
• Manage office collateral inventory, coordinate deliveries with representative offices, and oversee dispatch logistics collaborating with admin and courier services.
• Organize meeting room bookings, greet visitors, and prioritize office appointments to ensure smooth workflow.
• Manage corporate documents and records ensuring compliance with governance and financial procedures.
• Coordinate 360-degree meetings, facilitating communication of meeting points and lead follow-ups.
• Collect, consolidate, and present quarterly review materials for HOR's submission.
• Drive operational excellence through stakeholder management and efficient planning and execution of market activities including roadshows, Mega Fam trips, and trade cooperatives.
• Maintain an Overseas Office (OO) activity tracker documenting all activities from planning to post-event reporting and insights.
• Develop and sustain effective communication plans providing weekly updates to relevant stakeholders for account management.

Required Knowledge and Skills

• Basic understanding of financial management and compliance with corporate governance standards.
• Experience working across multicultural environments.
• Fluent English communication skills; proficiency in additional languages is advantageous.
• Advanced proficiency in Microsoft Office Suite including Outlook, Excel, and PowerPoint.
• Excellent interpersonal skills with the ability to communicate effectively with diverse internal and external stakeholders globally.
• Strong analytical thinking and problem-solving capabilities.
• Exceptional organizational aptitude with keen attention to detail.

Qualifications and Experience

• Bachelor's degree in Marketing, Tourism, Business Administration, or a related area.
• At least five years of experience in Office Management, preferably within the travel and tourism sector.
• Prior hospitality industry experience is desirable but not mandatory.