Admin / Operations Executive (AOE0126)

Job Summary

• We are seeking a highly organized and proactive Administrative and Operations Executive to support the smooth day-to-day running of our event catering business.
• The ideal candidate will oversee administrative processes, coordinate operational activities, support inventory and logistics management, and ensure efficient communication across teams to deliver exceptional catering and event services.

Key Responsibilities
Administrative Management:

• Oversee daily office administration by organizing files, maintaining physical and digital records, and ensuring operational documents are updated and easily accessible.
• Manage incoming and outgoing correspondence, including emails, phone calls, and internal communications, ensuring timely and professional responses.
• Maintain accurate databases for clients, vendors, invoices, and operational records for efficient business tracking.
• Schedule meetings, staff rosters, and operational activities while coordinating calendars to ensure effective planning and minimal conflicts.

Operations Coordination:

• Support the planning and execution of catering and event operations by ensuring all teams are properly informed of schedules, client requirements, and service expectations.
• Liaise with kitchen, logistics, and event teams to confirm readiness of meals, equipment, and personnel for each event.
• Track delivery timelines, event schedules, and operational tasks to ensure timely and seamless service delivery.
• Monitor workflow and follow up with teams to ensure tasks are completed efficiently and in line with service standards.

Inventory & Logistics Support:

• Maintain accurate inventory records for food supplies, catering equipment, utensils, and event materials to prevent shortages or excess stock.
• Assist with procurement processes, including preparing purchase requests, following up with vendors, and confirming delivery schedules.
• Monitor stock usage and promptly report low inventory levels to avoid operational disruptions.
• Coordinate logistics, including transportation of equipment, event setup materials, and movement of supplies to event venues.

Client & Vendor Support:

• Support client onboarding, service confirmations, and documentation to ensure clarity of event requirements and expectations.
• Communicate with vendors and suppliers to confirm orders, deliveries, and service timelines.
• Document customer feedback and escalate concerns where necessary to improve service quality and client satisfaction.

Reporting & Compliance:

• Prepare regular administrative and operational reports, highlighting activities, challenges, and performance updates for management review.
• Track operational expenses and maintain organized financial records to support budgeting and accountability.
• Ensure confidentiality and proper management of company records, contracts, and sensitive client information.

Requirements

• Bachelor’s degree or HND in Business Administration, Operations Management, or a related field.
• 1–3 years’ experience in administrative or operations support, preferably in catering, hospitality, or event management.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint) and Google Workspace.
• Ability to work in a fast-paced environment and manage multiple priorities.
• Strong attention to detail and problem-solving skills.

Key Competencies:

• Organization and time management
• Operational coordination
• Inventory management
• Vendor relationship management
• Communication skills
• Attention to detail
• Problem-solving
• Team collaboration.

How to Apply
Interested and qualified candidates should send their CV to: careers@elvaridah.com using the Job title as the subject of the email.