A) Payroll Processing

·         Assist in the processing of payroll, including calculation of salaries, deductions, and benefits.

·         Ensure timely and accurate distribution of employee paychecks and manage payroll-related inquiries.

B) Residency Renewals and Licensing

·         Handle the renewal of employee residency permits, work visas, and other necessary licenses.

·         Coordinate with government agencies and ensure compliance with local regulations.

C) Employee Attendance Management

·         Monitor and record employee attendance, including leave requests, absences, and lateness.

·         Address attendance issues and prepare related reports for management review.

D) Disciplinary Actions and Notices

·         Assist in issuing warning letters and notices for policy violations or attendance issues.

·         Maintain records of disciplinary actions and follow-up to ensure compliance with company policies.

E) Administrative Support

·         Provide general administrative support to the HR department, including managing correspondence, scheduling meetings, and maintaining HR documentation.

·         Coordinate with other departments to ensure smooth HR operations and resolve administrative issues.

f) Record Keeping and Data Management:

·         Maintain and organize HR files, records, and documents in compliance with legal and company standards.

·         Ensure the accuracy and security of employee data and documentation.

g) Facility Management:

·         Oversee the maintenance and cleanliness of the office environment, ensuring it is conducive to a productive work atmosphere.

·         Coordinate with facility services for repairs and upkeep.

H) Government Relations and Legal Compliance

·         Liaise with government bodies to ensure the company’s compliance with all legal and regulatory requirements.

·         Manage the issuance, renewal, and maintenance of licenses from various ministries and government entities.

Role Summary:

The Product Planning Engineer ensures all Woodex products are technically sound, manufacturable, and cost-efficient from concept to final production. This role bridges design intent and production reality by validating CAD drawings, supervising prototypes, and finalizing Bills of Materials (BOMs) with complete technical documentation. The Product Engineer collaborates closely with Design, Production, Procurement, and Quality teams to ensure every product meets Woodex’s standards for precision, durability, and efficiency.

Key Responsibilities:

🟡 Technical Design & Validation

• Develop and maintain detailed 3D CAD models and technical production drawings aligned with Woodex manufacturing standards and specifications.
• Supervise and validate prototypes and pilot runs to ensure accuracy in fit, function, durability, and manufacturability.

🟡 Specification & Documentation

• Generate final, accurate Bills of Materials (BOMs), incorporating supplier data, standardized costs, and lead-time information for Procurement and Finance coordination.
• Validate and release all final technical specifications, assembly details, and BOM data for integration into the Product Information Management (PIM) system.

🟡 Cross-Functional Support

• Prepare clear and detailed installation and assembly notes for manuals, catalogs, and field teams.
• Collaborate with the Product Designer, providing precise input on dimensions, tolerances, and fit to ensure design feasibility and manufacturability.
• Deliver post-launch engineering support, driving continuous improvement through feedback analysis, defect tracking, and cost optimization initiatives.

a) Production Scheduling and Coordination:

·         Develop and maintain detailed production schedules, coordinating with the Production Manager to prioritize job orders based on deadlines and resource availability.

·         Coordinate the production plan with the showroom team to ensure alignment with client expectations and order specifications.

·         Allocate tasks to the production team, ensuring that each project is completed within the set timeline.

·         Monitor daily operations to ensure adherence to the production schedule and make adjustments as necessary.

b) Quotation and Design for Direct Clients:

·         Prepare accurate and competitive quotations for direct clients, considering material costs, labor, and production timelines.

·         Design custom furniture pieces using SketchUp, ensuring that client specifications are met and designs are feasible for production.

·         Collaborate closely with the Sales and Showroom teams to refine designs and quotations, incorporating client feedback and adjustments.

c) Material Management:

·         Coordinate with the Procurement Department to ensure timely availability of materials needed for production.

·         Prepare and send material requests based on job orders and ensure materials are delivered to the appropriate sections of the production floor.

·         Track inventory levels in the production area, ensuring materials are used efficiently and reorder points are established to prevent stockouts.

d) Workflow and Communication:

·         Act as the central point of communication between the Production Manager, factory supervisors, showroom team, and other departments (e.g., Procurement, Assembly).

·         Facilitate smooth handovers between different stages of production, ensuring that job orders move efficiently from one process to the next (e.g., from CNC to Cutting to Edge Banding, etc.).

·         Address any production-related issues or bottlenecks, escalating to the Production Manager when necessary.

e) Quality Control and Compliance:

·         Ensure that all production processes are carried out according to company standards and quality control guidelines.

·         Coordinate with the Quality Assurance team to perform checks at various stages of production, identifying and addressing any issues early in the process.

·         Maintain compliance with safety protocols and procedures within the production area, working with the Safety Officer to enforce regulations.

f) Reporting and Documentation:

·         Maintain accurate records of production schedules, material usage, job progress, and client quotations for reporting to the Production Manager.

·         Prepare daily, weekly, and monthly reports on production metrics, highlighting areas of concern and suggesting improvements.

·         Document any changes in production procedures, workflows, or client designs, ensuring that the team is informed and aligned.

a) Project Planning and Management:

·         Develop detailed project plans, including timelines, milestones, and resource allocation.

·         Ensure that all projects are delivered on time, within scope, and within budget.

·         Coordinate with internal teams and third parties/vendors for flawless project execution.

b) Client Communication:

·         Serve as the primary point of contact for clients throughout the project lifecycle.

·         Provide regular updates to clients, addressing any concerns and managing expectations.

c) Budget and Resource Allocation:

·         Manage project budgets, ensuring cost-effective use of resources.

·         Allocate resources effectively to ensure the smooth execution of multiple projects simultaneously.

d) Risk Management:

·         Identify potential risks and develop mitigation strategies.

·         Monitor project risks and take proactive measures to prevent or minimize their impact.

A) Financial Transactions and Record-Keeping

·         Maintain accurate and up-to-date financial records for both the showroom and factory operations.

·         Process and record daily financial transactions, including accounts payable, accounts receivable, and general ledger entries.

B) Financial Reporting

·         Prepare and review monthly financial statements and reports, including balance sheets, income statements, and cash flow statements.

·         Assist in the preparation of financial reports for internal stakeholders and external auditors.

C) Budgeting and Cost Control

·         Support budget preparation and monitor actual expenditures against budgeted figures.

·         Assist in analyzing cost variances and providing recommendations for cost control measures.

D) Compliance and Reconciliation

·         Ensure compliance with financial regulations and company policies.

·         Perform regular reconciliations of bank accounts, accounts payable, and accounts receivable.

E) Administrative Support

·         Provide support for accounting-related administrative tasks, including managing invoices, expense reports, and financial documentation.

·         Assist with inventory management and employee expense reimbursements.

Role Summary:

The Sales Designer at Woodex ensures every client receives a tailored, professional, and seamless sales experience. This role is responsible for guiding clients through the sales journey, providing in-depth product knowledge, and coordinating with internal teams to deliver feasible solutions all while ensuring clients feel informed, supported, and delighted.

Key Responsibilities:

🟡 Client Relationship Management

• Understand client requirements and preferences to recommend the most suitable products and tailored solutions.
• Guide clients through the sales process, from initial consultation to final purchase, ensuring a smooth experience.
• Build and maintain strong client relationships, addressing inquiries, concerns, and feedback promptly.
• Follow up post-sale to ensure client satisfaction and encourage long-term loyalty

🟡 ERP Oversight & Internal Coordination

• Track client projects in ERP  to ensure timely follow ups and progress.
• Coordinate with the Interior Design and Production teams to confirm feasibility, timelines, and delivery expectations.
• Log client interactions, inquiries, and milestones in ERP for transparency and alignment.

🟡 Product Knowledge & Presentation

• Maintain comprehensive knowledge of Woodex product lines, materials, finishes, and customization options.
• Demonstrate and present products effectively in the showroom, highlighting features, benefits, and solutions tailored to client needs.

🟡 Market & Brand Awareness

• Stay updated on industry trends and Woodex product innovations.
• Collaborate with the Marketing team for showroom events and promotional activities to enhance brand visibility and attract new clients.

Role Summary:

The Site engineer ensures smooth, efficient, and high-quality delivery and installation of Woodex products across all projects. The role manages scheduling, site coordination, quality control, documentation, and communication between Sales, Production, Supply Chain, and installation teams. This position ensures that every project is delivered on time, within scope, and according to Woodex standards, while maintaining complete documentation for tracking, audit, and continuous improvement.

Key Responsibilities:

🟡 Delivery and Installation Coordination

• Prepare and maintain updated delivery and installation schedules in coordination with Sales, Production, and Supply Chain.

• Manage and coordinate delivery and installation activities to meet timelines, cost parameters, and customer expectations.

• Ensure all project tasks are completed according to contract specifications and internal standards.

🟡 Quality Control and Compliance

• Implement standard procedures to maintain high quality throughout the installation phase.

• Monitor and resolve issues related to non-compliance, ensuring adherence to Woodex specifications and safety practices.

🟡 Project Documentation

• Compile all project-related data from start to finish, including time sheets, delivery logs, installation costs, and the Project Handover Report.

• Maintain complete, organized records for future reference, audits, and project reviews.

🟡 Site Survey and Technical Measurement

• Develop and enforce standard procedures for site surveys and technical measurements.

• Communicate survey findings accurately to Sales/Showroom teams and store them for future use and cross-department reference.

🟡 Team Management and Development

• Ensure all installation team members understand their roles, responsibilities, and daily priorities.

• Set, monitor, and track KPIs for the installation team to maintain consistent performance.

• Identify performance gaps and recommend training to strengthen team capability and execution quality.

The Inventory Controller ensures the seamless flow of materials by maintaining real-time data integrity and coordinating with the warehouse and procurement teams.

🟡 Inventory Tracking

• Track inventory levels in real-time using inventory management software.
• Update inventory records accurately and promptly.
• Monitor stock movement and report discrepancies.

🟡 Stock Level Management

• Maintain optimal stock levels to meet production and sales needs.
• Identify slow-moving and obsolete items for clearance or disposal.
• Reconcile physical inventory with system records.

🟡 Reporting and Analysis

• Prepare inventory reports for management review.
• Analyze inventory data to identify trends and issues.
• Recommend improvements to inventory management processes.

🟡 Coordination

• Work closely with the Warehouse Supervisor to ensure proper inventory handling.
• Coordinate with the Procurement Officer to reorder stock as needed.
• Communicate inventory issues to relevant departments.

Role Summary:

The Joinery Draftsman supports the Product Design and Production teams by generating accurate technical documentation, including shop drawings, Bills of Materials (BOMs), and cutting lists. This role ensures all technical data aligns with production standards, material specifications, and ERP system records. Close collaboration with the Design, Production, and Site teams is essential to ensure seamless project execution from concept to installation.

Key Responsibilities:

🟡 Technical Drafting & Production Preparation

• Generate precise, dimensioned shop drawings and 2D/3D technical layouts based on Sales Designer or Product Designer specifications.
• Prepare accurate BOMs and optimized cutting lists through CAD or integrated software for direct production use.
• Apply sound knowledge of joinery methods, wood properties, and tolerances to ensure accurate assembly and manufacturing fit.

🟡 Data Accuracy & System Integrity

• Maintain strict synchronization between drawings, BOMs, and ERP data (Odoo), ensuring material codes and quantities match across systems.
• Organize and version-control all released shop drawings and technical documents for reference, audit, and quality assurance.

🟡 Cross-Functional Support & Auditing

• Participate in design and production reviews, resolving technical conflicts and refining designs before release.
• Integrate verified site measurements and survey data into shop drawings to prevent on-site installation errors.

Role Summary:

Position Overview:

The Interior Designer supports the design and sales teams by preparing design proposals, including 2D drawings, 3D renderings, and client presentations. The role ensures technical validation of design concepts in collaboration with production and site teams for surveys and execution requirements. All project-related tasks and updates must be accurately managed within the ERP system to ensure transparency, alignment, and efficiency across departments

Key Responsibilities:

A.      Design Proposals:

·         Prepare 2D drawings, 3D visualizations, mood boards, and presentations that meet client and project requirements.

·         Adapt standard design concepts for client-specific needs while maintaining brand identity and design quality.

·         Customization Limitation.

B.      Technical & Cross Department Coordination:

·         Collaborate with the Technical Office for custom design solutions and feasibility validation.

·         Coordinate site surveys and ensure survey data is correctly integrated into design deliverables.

·         Coordinate with production and site teams for execution alignment, resolving minor discrepancies.

C.     ERP & Project Administration:

·         Update and maintain accurate project data in ERP (CRM, Sales, Projects modules).

·         Log design revisions, timelines, and milestones in ERP for visibility to all stakeholders.

·         Generate progress updates and reports.

D.     Sales Support:

·         Coordinate With showroom lead and sales contract to meet clients validate their needs and discuss design proposals as needed.

Role Summary

The Brand & Creative Designer supports Woodex’s brand and communication by executing clear, consistent visual assets in line with defined brand standards. The role acts as the internal design anchor, translating direction into ready-to-use visuals and reducing reliance on agency back-and-forth.

Roles & Responsibilities

Visual Design & Execution

• Design and prepare visual assets for:
• • Social media posts
  • Sales presentation template
  • Catalog pages and layouts
  • Website sections and visuals
• Apply and maintain consistent visual language across all outputs
• Adapt existing templates and design systems accurately

Casual Story Coverage

• Capture and publish casual, real-time stories from:
• • Showroom
  • Ongoing installations
  • Factory moments (as relevant)
  • Behind-the-scenes activities
• Ensure story content aligns with brand tone and visual restraint
• Focus on authenticity and presence, not high-production content

(Stories are lightweight, opportunistic, and do not require editing-heavy production.)

Creative Support & Coordination

• Translate creative direction into execution-ready designs
• Prepare briefs and visual references for external agencies, photography and CGI partners
• Review and refine agency outputs before final approval
• Coordinate simple production tasks and follow up on deliverables

Product & System Visualization

• Support visualization of:
• • Interior systems
  • Product compositions
  • Use-case diagrams and explanatory visuals
• Ensure visuals are technically credible and sales-friendly