Operations Assistant

Job Description: Junior Operations Administrator - AVANTCHA Tea BKK

Who we are:

AVANTCHA Tea is a distinguished boutique, luxury tea brand founded in Dubai in 2014. Renowned as the tea of choice for luxury hotels, fine dining establishments, royal palaces, and iconic retailers across the GCC and Europe, AVANTCHA offers an exquisite selection of fine teas, botanicals, and teaware. Committed to excellence, AVANTCHA extends its global reach to consumers through e-commerce channels, our Tea Bars in Dubai and Bangkok. Our dynamic team values integrity, accountability, perseverance, and discipline.

Who we are looking for:

We are looking for someone who is highly organised, detail-oriented, proactive and eager to learn.

You may already have some experience within administration, operations, logistics, warehousing or supply chain, or you may be at an earlier stage in your career and looking for an opportunity to build your experience within a growing international business.

You enjoy working with systems, documents and data and understand that small details matter. You are comfortable following processes while also being curious enough to ask questions and look for better ways of doing things.

This is a hands-on support role, so you should be comfortable communicating and coordinating with different departments including Operations, Warehouse, Sales and Accounting. You take ownership of the tasks assigned to you, follow through on deadlines and know when something needs to be escalated.

Most importantly, you are someone who wants to learn and grow within Operations, with the potential to take on greater responsibility as your knowledge and experience develop.

Responsibilities

Responsibilities

As Junior Operations Administrator, you will support the Operations team with the smooth day-to-day flow of orders, inventory, logistics, operational administration and B2B sales support. Your responsibilities will include:

• Process and maintain customer and internal orders accurately within company systems.
• Check order information, quantities, delivery details and supporting documentation prior to fulfilment.
• Coordinate with the Warehouse team regarding order preparation, picking, packing and dispatch.
• Assist with courier bookings and coordinate local and international deliveries as required.
• Track shipments and follow up with courier and logistics partners regarding delivery status, delays and delivery issues.
• Maintain accurate digital records of orders, invoices, receipts, delivery notes, courier documentation and other operational records.
• Support inventory administration, including maintaining stock records and recording stock movements.
• Assist with inventory checks, cycle counts and physical stock counts when required.
• Monitor stock information and flag low-stock items, discrepancies or unusual stock movements to the Operations Manager.
• Assist with the preparation and processing of purchase orders and other operational documentation.
• Support the reconciliation of inventory and operational records.
• Liaise with the Accounting team to ensure invoices, receipts, delivery documentation and other required records are submitted accurately and on time.
• Maintain organised electronic filing systems for operational, inventory and logistics documentation.
• Update operational trackers, spreadsheets, reports and internal systems.
• Follow up with colleagues regarding outstanding information or documentation required to complete operational tasks.
• Assist with incoming and outgoing shipment administration.
• Support supplier, courier and logistics coordination as directed by the Operations Manager.
• Assist in preparing operational reports and information requested by management.
• Identify errors, delays, stock discrepancies or operational issues and escalate these promptly.
• Support the Operations and Warehouse teams during busy periods, stock counts, events and special projects.
• Provide general administrative support to ensure the smooth and efficient running of the Operations Department.
• Take on additional responsibilities as the role develops and your operational knowledge and experience grow.

B2B Sales Support

• Prepare quotations for B2B clients and support the Sales team with related documentation.
• Prepare and process invoices for B2B clients, coordinating with Sales and Accounting as required.
• Prepare and coordinate product samples for prospective and existing B2B clients.
• Prepare and organise marketing collateral and supporting materials for B2B clients.
• Maintain accurate and organised B2B client documents and records.
• Support the opening of new B2B client accounts, including completing vendor registration forms and other required documentation.
• Ensure client documents, account information and supporting records are complete, up to date and properly filed.

Skills

• Strong organisational and administrative skills.
• Excellent attention to detail and accuracy.
• Ability to manage multiple tasks and priorities.
• Comfortable working with spreadsheets, digital systems and administrative documentation.
• Good numerical skills and confidence working with quantities, inventory and order information.
• Good written and verbal communication skills.
• Good working knowledge of English and Thai.
• Ability to communicate professionally with colleagues, suppliers, couriers and external partners.
• Proactive approach to following up and completing tasks.
• Ability to work independently while recognising when guidance or approval is required.
• Responsible, reliable and able to meet agreed deadlines.
• Strong problem-solving skills and willingness to investigate discrepancies or issues.
• Comfortable working in a fast-paced and evolving environment.
• Collaborative approach and ability to work effectively across Operations, Warehouse, Sales and Accounting.
• Previous experience in administration, operations, logistics, warehousing, supply chain or a similar environment is advantageous.
• Experience with inventory management, ERP, CRM or order management systems would be an advantage but is not essential.
• Confidence supporting B2B sales administration, including quotations, invoicing, client documentation and sample coordination.
• A willingness to learn, take initiative and develop professionally within the Operations function.

https://avantcha.com/