About the role

We are looking for a highly organized, resourceful, and proactive Operations & Administrative Coordinator to support senior leadership and support day-to-day operational coordination and administrative execution across the organization.

This role serves as a central coordination point across teams and business functions — coordinating across teams, managing follow-ups, handling logistics, and making sure nothing falls through the cracks. The ideal candidate is someone who anticipates what needs to happen, can execute efficiently with minimal oversight, and handles a wide range of tasks without losing track of any of them.

This role goes beyond traditional administrative support responsibilities. It requires independent judgment, strong communication, and the willingness to do whatever is necessary to support business operations — from managing vendors to coordinating fixed assets and company vehicles to follow up on outstanding action items. As the company's systems infrastructure develops, this role will also help coordinate new system implementations and cross-functional operational process improvements.

Key Responsibilities

Executive & Leadership Support

• Manage schedules, appointments, and priorities for senior leadership
• Track open action items across multiple departments and operational workstreams and proactively follow up
• Prepare documents, briefings, summaries, and correspondence as directed
• Handle confidential information with discretion and professionalism

Operations Coordination

• Coordinate across internal teams (HR, finance, warehouse, production) to ensure smooth communication and task execution
• Manage vendor relationships and service coordination (utilities, facilities, office services, etc.)
• Track operational follow-ups and help coordinate timely issue resolution; escalate when necessary
• Support onboarding logistics for new hires
• Assist with basic IT coordination including vendor management, equipment procurement, and system setup

Administrative & Facilities

• Manage office supplies, equipment, and facility needs
• Handle mail, deliveries, and general office logistics
• Handle local operational errands and time-sensitive coordination tasks, coordinate local transportation, and handle time-sensitive tasks requiring in-person follow-through
• Maintain organized filing systems (physical and digital, including Notion)
• Fixed Asset Management — maintain the company fixed asset register; coordinates physical tagging, periodic verification, and fixed asset record updates in coordination with the finance team
• Vehicle & Rental Coordination — manage company vehicle usage scheduling, rental arrangements, and associated documentation (insurance, maintenance records, driver log)

Communication & Coordination

• Serve as a coordination and communication liaison between leadership and internal/external parties
• Coordinate with external service providers, legal counsel, accountants, and government offices as needed
• Draft and send routine correspondence on behalf of leadership

Qualifications

• Bachelor's degree or equivalent practical experience
• 2-5 years of experience in an administrative, operations, or executive support role
• Experience supporting leadership in a startup, manufacturing, or multi-entity environment is a plus
• Valid driver's license required (local errands and coordination involved)
• Bilingual in English and Mandarin strongly preferred

Skills

• Exceptional organizational and time management skills
• Strong written and verbal communication in both English and Mandarin
• Proficiency in standard productivity tools (Google Workspace, Microsoft Office, Notion, or similar)
• Ability to manage multiple moving pieces simultaneously without losing accuracy
• Comfortable working in a fast-changing and evolving business environment
• High degree of reliability, follow-through, and personal accountability

WHAT WE'RE LOOKING FOR

• Someone who is proactive, resourceful, and execution
• Someone who anticipates needs and follows through proactively
• Comfortably being the person who supports a wide range of operational and administrative responsibilities with professionalism
• Deep discretion with sensitive business and personnel information
• Adaptable, low-ego, and focused on outcomes
• Comfortable operating in a lean, fast-growing manufacturing environment where priorities may shift quickly

About SunElec

SunElec is a fast-growing company in the renewable energy industry, focused on delivering efficient solar solutions and scaling our operations. As we grow, we are building a team of motivated individuals who are ready to contribute and grow with us.

We believe in teamwork, reliability, and continuous improvement, and we provide opportunities for employees to develop and advance alongside the company.