Actual Title: B2B Operations & Client Coordinator

Reports To: CEO

Location: Singapore HQ

Summary

The B2B Operations & Client Coordinator plays a key executional role in ensuring seamless delivery of all B2B projects, from order confirmation through production,logistics, and client satisfaction. This position bridges the commercial and operational teams, supporting the CEO and B2B Sales Managers to ensure every signed deal is followed up with timely execution, precise coordination, and world- class service. This role is ideal for someone with strong operational focus, excellent

communication skills, and a proactive mindset in handling high-value luxury client orders across global markets.

Key Responsibilities

1. Order & Production Coordination

Track all client orders from confirmation to delivery, ensuring accurate specs, timelines, and approvals.
Liaise daily with procurement, production, and design teams to ensure all components are ready for on-time assembly.
Create and monitor production schedules and resolve bottlenecks to prevent delays.
Coordinate QC with production team and verify all goods meet brand quality standards before shipment.

2. Client Fulfilment, communication & Retention

Act as the primary liaison for clients post-signature, particularly hotel partners. Respond promptly to all client queries and coordinate internal alignment to meet commitments.
Manage client expectations on delivery timelines, artwork, product specs, and logistics.
Manage reorders and recurring business, directly or via Sales Managers.
Track delivery timelines and coordinate internal alignment to meet expectations.
Ensure delivery orders (DOs) are issued, and track delivery status until client receives goods, ensure invoicing is done and follow up on payment
Maintain strong client relationships with regular updates, responsiveness, and satisfaction tracking.
Support commercial teams in preparing renewal proposals, quotations, and custom offers to grow client lifetime value.

3. Logistics & Shipping

Liaise with logistics manager to prepare all shipments and make sure goods arrive on time for domestic and international shipments.
Collect shipping quotes, book transport, and ensure all export documents (MSDS) are in order.
Track deliveries and proactively flag any risks of delays to the internal team and client.

4. Invoicing & Commercial Admin

Prepare and follow up on quotations, proforma invoices, and final invoices.
Track payment status and update internal records in coordination with finance.
Maintain accurate tracking of margins per client.

5. Support to CEO & Business Operations

Ensure prompt execution and reporting on all business won by the CEO.
Provide structured weekly updates on order status, delays, and next steps.
Follow through on all commitments made by the sale leadership team to ensure on-time delivery and client satisfaction.
Maintain detailed documentation and clear handovers across supply chain teams.

Requirements

Diploma or Degree in Business, Supply Chain, Operations,Hospitality or related field
2-3 years of experience in B2B operations, order fulfilment, or client service
Familiarity with operations, hospitality, supply chain, logistics coordination, and invoicing
Strong command of English; Mandarin is a plus
High attention to detail, strong follow-up, and execution under pressure
Proficient in Excel, PowerPoint
Client-facing communication skills with a solution-driven mindset
AI savvy - able to create presentations using latest AI tools such as Canva, ChatGPT, Gemini etc.
Meticulous and Independent work ethics required.

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