Operations Coordinator

Job Description

Job Description: The Operations Coordinator will support the Service Department Manager (SDM) in driving operational efficiency and effectiveness across the Operations function. This role involves coordinating administrative activities, managing inter-departmental follow-ups, ensuring compliance documentation, and supporting project execution. The individual will act as a central point of coordination between the SDM’s office and other internal and external stakeholders to ensure business objectives and company goals are met. Main Objectives: 1. Enhance productivity and effectiveness of the Operations department through structured coordination and proactive follow-ups. 2. Ensure efficient scheduling, prioritization, and execution of operational tasks. 3. Provide comprehensive administrative support to the SDM’s office. 4. Prepare reports, dashboards, and presentations, and manage meeting logistics and documentation. 5. Ensure full compliance with project and service-related documentation requirements. Key Responsibilities: 1. Administrative Support: o Handle day-to-day administrative tasks and proactively assist the SDM in managing priorities and schedules. o Draft letters, emails, agendas, and meeting minutes as required. 2. Interdepartmental Coordination: o Act as a liaison between the Operations Manager, internal teams, and external stakeholders. o Ensure timely follow-up and execution of action items across departments. 3. Document Management & Processing: o Review and maintain documentation including employee expense reports, purchase orders, and operational approvals. o Receive vendor invoices, prepare necessary supporting documentation, obtain SDM's approval, and submit to finance. 4. Reporting & Monitoring: o Conduct regular quality checks on project weekly reports submitted to clients. o Track and follow up on Service Engineer (SE) and Project Manager (PM) time reporting, ensuring accuracy and completeness. 5. Compliance Fulfillment: o Support the SDM in ensuring end-to-end fulfillment of project and service compliance requirements. o Coordinate with government labor departments (e.g., PF, ESIC, labor licenses), client compliance teams, and internal stakeholders to ensure 100% completion and timely submission of all required documentation. o Manage documentation related to statutory compliance such as work permits, labor insurance, minimum wage adherence, EHS (Environment, Health & Safety) certifications, and background verification reports. o Assist during audits and inspections by regulatory authorities or client representatives. o Maintain organized and up-to-date compliance records and proactively flag gaps for timely resolution. 6. Operational Support: o Assist in preparing internal and client-facing presentations. o Conduct research and analysis on market trends and business issues as required. 7. Team Supervision & File Management: o Supervise and guide designated team members to ensure accuracy and timely delivery of tasks. o Organize and maintain confidential files and documents securely. 8. Additional Duties: o Perform other duties related to operations coordination as assigned from time to time. Preferred Skills and Attributes: • Strong organizational and multitasking abilities. • Excellent written and verbal communication skills. • Proficiency in Microsoft Office Suite (Excel, PowerPoint, Word). • Ability to work independently and maintain confidentiality. • Prior experience in coordination or operations support roles preferred. • Familiarity with statutory and regulatory compliance documentation, including coordination with labor departments, client compliance teams, and internal audits. Show more Show less