Operations Coordinator

ROLE OVERVIEW

The Operation Coordinator is responsible for supporting and coordinating the company's day-to-day operational activities to ensure smooth and efficient execution. This role acts as a key coordination point between customers, Sales, Finance, Warehouse, Technical/Service teams and suppliers, ensuring that customer requirements, service activities, orders, documentation and operational tasks are followed up and completed accurately and on time.

You will be responsible for coordinating service and operational requests, preparing quotations and documentation, maintaining accurate records, monitoring stock and equipment, and supporting the Technical/Service team in delivering a positive customer experience. The role requires strong organizational skills, attention to detail and the ability to manage multiple tasks and priorities effectively.

KEY RESPONSIBILITIES

In this position, you will need to:

• Coordinate daily operational activities and ensure tasks are completed within the required timeline.
• Communicate and liaise with customers, suppliers and internal departments on enquiries, orders, service requests and operational matters.
• Coordinate and follow up on customer orders, service requests, deliveries and on-site activities.
• Prepare purchase requests, service documents and other operational documentation.
• Maintain and update product, stock, pricing and service-related information.
• Monitor stock levels and coordinate with relevant departments for replenishment when required.
• Coordinate the movement, availability and proper control of tools, equipment and other operational assets.
• Maintain proper records of tools, equipment, service cases, projects, contracts and related documents.
• Ensure proper filing and storage of both hard-copy and soft-copy documents.
• Prepare operational reports, tracking sheets and updates for management review.
• Assist in monitoring project and operational pipelines, outstanding tasks and follow-up items.
• Coordinate with the technical/service team to schedule installations, maintenance, calibration, troubleshooting and other customer requirements.
• Assist in preparing service reports, delivery documents and other relevant operational records.
• Maintain updated customer, supplier and internal contact lists.
• Support the team in monitoring costing, quotations and other operational expenses.
• Ensure all relevant operational documents, manuals, agreements and records are properly maintained and updated.
• Provide administrative and coordination support to the Operations/Technical Department.
• Perform other ad-hoc duties and assignments as required.

Desired Skills / Requirements

• Candidate must possess at least a Diploma/Advanced/Higher/Graduate Diploma/Degree in Business Administration, Operations Management, Engineering or equivalent.
• 2–3 years of experience in operations coordination, administration, customer service, service support or a related field.
• Good coordination, organizational and multitasking skills.
• Proficient in Microsoft Office, particularly Excel and PowerPoint.
• Good communication and interpersonal skills with the ability to liaise with customers, suppliers and internal departments.
• Good management and control of tools, equipment, stock and operational records.
• Strong attention to detail and ability to maintain accurate documentation.
• Ability to work independently and follow up on multiple tasks and deadlines.
• Experience in a technical, engineering, manufacturing or service-related environment would be an advantage