Company Description
CAFOM Sourcing is the global buying office of CAFOM Group, a leader in retail and e-commerce. The group operates prominent brands such as Habitat, Vente-Unique.com, BUT in French islands. With sourcing operations spanning over 15 countries in Asia and Eastern Europe, CAFOM Sourcing operates through its strategic hubs in Shenzhen (China), Ho Chi Minh (Vietnam), Jakarta (Indonesia), Delhi (India), and Warsaw (Poland). The company specializes in sourcing a diverse range of products for its retail and e-commerce platforms.
Role Description
The Operations & Administration Coordinator will be responsible for supporting the daily operations, administrative coordination, QC planning, travel arrangements, sample follow up, and data management activities of the sourcing office. The role requires a highly organized, proactive, and detail-oriented individual capable of coordinating multiple operational tasks simultaneously while supporting sourcing, merchandising, quality, and management teams to ensure smooth business operations.
Qualifications:
- Coordinate and allocate QC inspections with internal teams and suppliers.
- Maintain QC planning trackers and ensure inspection schedules are updated.
- Follow up on inspection status, reports, and re-inspection coordination.
- Support communication between QC teams, merchandisers, suppliers, and management.
- Maintain and update operational trackers, databases, and reporting files.
- Manage sample tracking and sample follow-up with suppliers and couriers.
- Ensure data accuracy across internal Excel sheets and reporting tools.
- Consolidate operational reports and maintain organized documentation.
- Handle courier bookings, shipment follow-up, and sample dispatch coordination
- Coordinate with DHL, FedEx, freight forwarders, and logistics partners.
- Prepare shipping details, courier records, and related documentation.
- Manage business travel arrangements including flights, hotels, taxis, and itineraries.
- Support visa documentation, invitation letters, and travel coordination for international visitors and buyers.
- Handle office expense tracking and administrative expense follow-up.
- Support invoice collection and coordination with accounting teams.
- Maintain organized digital filing systems and administrative records.
- Support supplier onboarding documentation and compliance follow-up
- Collect and maintain supplier certifications, company documents, and compliance records.
- Assist in maintaining supplier databases and contact directories.
- Support office administration and daily coordination activities.
- Coordinate office supplies, vendors, maintenance, and operational requirements.
- Assist onboarding coordination for new employees.
- Provide operational support to management for India, Malaysia, and Indonesia activies.
- Help improve internal coordination, reporting structure, and operational processes.
Candidate Profile
Minimum 2 to 5 years of relevant experience in administration, operations coordination, sourcing support, logistics coordination, or office management.
Experience in a sourcing office, export house, buying office, logistics company, or international business environment is preferred.
Skills & Competencies
- Strong organizational and multitasking skilll
- Good coordination and follow-up capabilities
- Strong attention to detail and data accuracy
- Good communication and interpersonal skill
- Ability to manage multiple priorities simultaneously
- Strong ownership and problem-solving mindset
- Good reporting discipline and administrative rigor
- Ability to work independently with limited supervision
- Comfortable working in a dynamic and multicultural environment
Requirements
- Fluent English (spoken and written) is mandatory
- French is a plus, but not mandatory
- Excellent command of Microsoft Excel, Microsoft Outlook, and Google Sheets
- Basic knowledge of courier/logistics coordination is an advantage
- Experience with ERP, Zoho, or sourcing-related tools is a plus
- Good undersanting of furniture / sourcing industry.
