Job Title
Office Operations Coordinator
Purpose of the Role
The Office Operations Coordinator plays a key leadership support role within the administrative department. This position is responsible for overseeing day-to-day tasks, following up on internal requests, ensuring task accountability across teams, managing inventory, and serving as a central point of contact for the administration team.
Key Responsibilities:
* Team & Task Management
o Act as a central point of contact for administrative team members regarding task clarifications, follow-ups, and accountability.
o Monitor completion of daily responsibilities by each team member.
o Follow up on outstanding internal tasks or missed responsibilities.
o Ensure everyone is aware of and adhering to their roles and responsibilities.
o Support scheduling and workflow management during peak periods or leave coverage.
* Administrative Support
o Review and action team inboxes, online bookings, and internal requests.
o Track and ensure completion of follow-up tasks for customers and contractors.
o Assist in escalating or resolving administrative bottlenecks.
* Inventory Coordination
o Manage and maintain stock inventory for company assets (tools, parts, job cards, stickers, etc.).
o Liaise with staff and mechanics to coordinate supply replenishments.
o Track and update asset inventory (examiner kits, printers, tablets, etc.).
* Leadership Support
o Support the Operations Coordinator in managing team performance.
o Help train new admin staff on systems, workflows, and expectations.
o Act as a go-to person for day-to-day admin troubleshooting and task delegation when required.
* Communication & Reporting
o Liaise between admin, mechanics, contractors, and management to ensure smooth communication and task visibility.
o Provide daily or weekly reporting on task completions, pending items, and team progress.
o Highlight process gaps and suggest improvements for administrative efficiency.
Required Skills & Qualifications
Strong organizational skills and ability to multitask.
Confident communicator with leadership initiative.
Detail-oriented with a proactive mindset.
Ability to follow up, delegate, and keep team members accountable respectfully.
Experience in admin coordination or operations support preferred.
Familiarity with systems like ServiceM8, Google Sheets, and 3CX is a plus.