Operations Officer

Deltapath is a technology company specializing in unified communications and collaboration solutions. We are looking for a hands-on, highly organized Operations Officer in Hong Kong who can wear many hats and keep our day-to-day operations running smoothly and efficiently.

This role is ideal for someone who enjoys structure, takes pride in accuracy, and likes being the person who “makes everything work” behind the scenes—from bookkeeping entries to inventory management.

Key Responsibilities

1. Finance & Bookkeeping Support
   • Enter and maintain accurate financial records in the ERP system, including:
   • Customer orders, supplier invoices, and credit notes
   • Payment records and basic reconciliations
   • Create invoices accurately and in a timely manner, ensuring all details are correct
   • Perform data entry for expense claims and reimbursements, ensuring proper documentation and approval flow
   • Coordinate with finance/accounting (internal or external) to resolve discrepancies and support month-end closing activities
2. Accounts Receivable Management
   • Monitor and manage outstanding accounts receivable (AR) aging reports
   • Follow up professionally and skillfully on overdue invoices, balancing assertiveness with relationship-building
   • Maintain regular communication with customers regarding payment status and resolve any billing disputes
   • Prepare AR reports and aging summaries for management review
   • Work with customers to understand payment delays and arrange payment plans when appropriate
   • Ensure strong customer relationships are maintained throughout the collection process
3. Inventory, Supplies & Asset Management
   • Organize and maintain inventory of IT equipment, office supplies, marketing materials, and other company assets in a systematic way
   • Maintain an up-to-date inventory log in ERP, including item details, quantities, locations, and status
   • Track stock levels and proactively reorder supplies to avoid shortages
   • Coordinate with vendors for quotations, purchases, deliveries, and returns
4. Shipping, Logistics & Documentation
   • Prepare and manage all shipping-related documents, including:
   • Air waybills
   • Commercial invoices
   • Packing lists
   • Customs declarations/forms
   • Liaise with courier companies, freight forwarders, and logistics partners to arrange pick-ups, deliveries, and tracking
   • Ensure shipments are properly packed, labeled, documented, and compliant with customs and regulatory requirements
5. Supplier & Customer Coordination for Order Fulfillment
   • Act as the primary liaison between customers, Deltapath, and suppliers to ensure smooth order fulfillment and on-time delivery
   • Manage drop-ship operations by:
   -Communicating order requirements to suppliers with clear delivery deadlines and specifications
   -Tracking shipments from suppliers to ensure they arrive on schedule
   -Coordinating directly with customers regarding delivery timelines and any changes to orders
   -Managing exceptions, delays, and resolving issues between suppliers and customers to minimize impact on delivery commitments
   -Ensuring all drop-ship documentation (invoices, packing slips, tracking information) is accurate and shared with customers
   -Proactively monitor order status and provide status updates to customers and internal teams
   -Build and maintain strong working relationships with key suppliers and customers to facilitate smooth operations
6. Office Administration, Facilities & Travel Coordination
   • Oversee day-to-day office operations to ensure a clean, comfortable, and well-functioning work environment
   • Manage office supplies, pantry items, coffee/tea/snacks, and other consumables; track usage and replenish as needed
   • Coordinate with service providers (cleaning, maintenance, etc.) when required
   • Arrange and book travel for employees and visitors, including:
     • Sourcing and purchasing airline tickets
     • Booking hotels and accommodations
     • Liaise with travel agents and airlines when issues or complications arise to resolve conflicts, secure last-minute bookings, or handle cancellations and rebooking requests
     • Track travel expenses and ensure proper documentation for reimbursement and accounting purposes
       

Requirements
• Diploma or above in Business Administration, Accounting, Logistics, or related discipline preferred
• 2–5 years of relevant experience in office administration, operations, accounting support, logistics, or supply chain coordination
• Strong attention to detail and high accuracy in data entry, invoicing, and documentation
• Comfortable working with numbers and supporting bookkeeping tasks; invoice creation and AR management experience is highly valued
• Proficient in MS Office; experience with ERP or Accounting Systems is a strong advantage
• Good command of written and spoken English and Cantonese; Mandarin is a plus
• Highly organized, systematic, and able to manage multiple tasks and priorities
• Excellent communication and interpersonal skills; comfortable liaising with external suppliers and customers
• Skilled at follow-up and collection work while maintaining professional, positive relationships
• Reliable, proactive, and willing to “roll up sleeves” to get things done
• Able to work independently with minimal supervision and also collaborate well in a small team environment
• Experience with drop-ship or order fulfillment processes is a strong advantage

What We Offer
• Opportunity to work in a technology company with global customers
• A broad, multi-functional role with exposure to finance, operations, logistics, customer service, collections, and office management
• Friendly, collaborative team culture
• Private healthcare coverage