Customer Service & Admin Supervisor - Operations

Job Summary

Manage the direct reports to ensure efficient handling of administrative functions related to operations. Customer support officer for all key accounts.

Key Responsibilities

• Streamline the operational admin processes and look for continuous improvement
• Liaise with all the supporting function (IT/Finance/HR etc) for operations related matters
• Plan the manpower accurately in coordination with project lead and update the operations master database
• Communicate effectively with the Camp Boss / Supervisors to ensure technicians are mobilized to project site and that all time sheets/leave applications and other forms are submitted in a timely manner
• Submit the monthly attendance report and OT details to HR in a timely manner
• Organize NOC/special pass/certification requirement, etc. by liaising with the respective supporting functions and clients
• Manage the direct reports to ensure the smooth functioning of operations administrative activities
• Provide key customers with timely updates and handle all queries with high standards of professionalism
• Closely work with project lead /supervisors to ensure technicians scheduling/deployment to site is carried out in the most effective/timely way
• Organize project kick off meeting for new projects and conduct weekly meetings to discuss the status of ongoing projects
• Prepare and submit the Bi-Weekly report on projection of standby technicians to the sales team for effective selling of labour hours and improved utilization
• Develop/Implement effective technicians leave planning tool and maintain leave calendar
• Refine all the existing Operational administrative templates and develop new ones as required
• Work closely with QHSE and various divisions in effective handling of internal/external audits
• Work closely with stores and purchase dept to establish standard contracts for consumables and frequently required PPEs
• Come up with new ways of capturing project data and effectively tracing the profitability
• Prepare effective schedule of drivers to ensure transportation of technicians are carried out in timely manner
• Coordinate with stores for project mobilization & de-mobilization
• Maintain details of leased vehicles and ensure renewal of petrol card etc on timely manner
• Monitor optimal usage of leased vehicles
• Prepare and submit the departmental operational KPI monthly report to the operations manager
• Ensure all necessary documentations are carried out as per the company policy/customer requirement
• Assist in the yearly performance management system
• Manage the development of direct reports and monitor their individual performance

Experience

• Minimum 5 years of experience in managing administration tasks
• Effectively managed a team size of 2 to 3
• Prior experience in handling customer
• High proficient in using excel