Summary
We are seeking a highly organised and detail-oriented Operations Administrator to support key business functions, including data entry, administrative duties, and project coordination. A central responsibility of this role is managing internal product data and artwork processes, particularly for over-labelling across various systems. The ideal candidate will be a top user of our ERP system, possess a medium to high level of Excel proficiency, and preferably have experience with design software and artwork processes.
This position reports directly to the Operations Director and works closely with the Regulatory, New Product Development, Marketing, and Purchasing-Planning teams.
Scope of Work
Administrative & Data Entry / Maintenance
* Act as a key user of the ERP system, ensuring accurate and timely data input.
* Review and validate data prepared by others before entry.
* Proactively chase internal and external teams for missing data and meet strict deadlines.
* Maintain collaborative and clear communication with cross-functional teams.
* Prepare customer-facing reports and documentation.
* Ensure data is consistently updated across all relevant systems and files.
* Follow and maintain Good Documentation Practices (GDP).
Project Management (Artwork & Labelling)
* Manage the creation of over-label artworks for existing products within deadline-driven timelines.
* Oversee end-to-end artwork processes, from initial request to final approval.
* Initiate and manage Product Labelling Reports, gathering input from relevant departments (Regulatory, Marketing, Design).
* Coordinate translation processes, including outsourcing for validation.
* Review and proofread all artwork files to ensure they are error-free.
* Ensure all key stakeholders review and sign off on their sections of artwork.
* Maintain multilingual product copy files for web uploads and New Line Forms.
* Drive resolution of any discrepancies or delays, escalating issues as needed.
* Propose and implement process improvements for greater efficiency and accuracy.
What We’re Looking For
* Exceptional attention to detail and data accuracy.
* Proven experience in data entry, ERP systems, and Microsoft Excel (intermediate to advanced level).
* Desirable experience in artwork, print, and packaging processes.
* Familiarity with Adobe Illustrator and Proof HQ is advantageous.
* Strong organisational and communication skills.
* Team-oriented, with a collaborative mindset.
* Self-starter capable of managing multiple tasks in a fast-paced environment.
* Demonstrates a sense of urgency and accountability in meeting deadlines.