We are seeking a highly organized, analytical, and proactive Operations Coordinator to join our Head Office team. Reporting directly to the Managing Director, you will serve as the central hub of our facility management operations.
In this pivotal role, you will bridge the gap between the field and executive leadership by consolidating project manager reports, analyzing performance metrics, managing client requests, and driving business development support through tender scanning and proposal preparation.
Key Responsibilities
Operations & Performance Analysis
- Report Consolidation: Retrieve, review, and synthesize weekly/monthly reports from field Project Managers.
- Performance Tracking: Analyze operational data and KPIs to identify bottlenecks, track project progress, and flag potential issues for the Managing Director.
- Scheduling: Maintain master operational schedules, ensuring resources, timelines, and field deliverables align with company standards.
Client Relations & Procurement
- Request Management: Act as the primary head-office touchpoint for incoming client requests, ensuring they are logged, triaged, and assigned to the correct field teams.
- Purchase Orders (POs): Generate, track, and manage purchase orders for equipment, subcontractors, and materials, ensuring accurate documentation for the finance team.
Business Development & Tender Management
- Tender Scanning: Actively monitor procurement portals and industry publications for new relevant tenders and Request for Proposals (RFPs).
- Proposal Analysis: Review incoming tender documents to extract key requirements, scopes of work, and submission deadlines.
- Proposal Preparation: Assist the Managing Director and BD teams in drafting, formatting, and assembling compelling proposals and bids for new business opportunities.
Required Experience
- Experience: 3–5 years of experience in operations coordination, project management support, or an administrative role within the Facility Management, Construction, or Real Estate industries.
- Education: Bachelor’s degree in Business Administration, Operations Management, Engineering, or a related field.
- Proficiency in Facility Management software (CAFM/CMMS) or project management tools.
- Advanced skills in MS Office Suite (particularly Excel for data analysis and Word/PowerPoint for proposals).
- Experience with ERP systems and generating Purchase Orders.
- The Ideal Candidate profile: A master of scheduling who can pivot from analyzing a field report to drafting a business proposal without missing a beat.
- Expert Time Management: Proven ability to prioritize competing demands from clients, field managers, and executive leadership.
- Analytical Mindset: Comfortable working with data, identifying trends, and translating numbers into actionable insights.
- Hyper-Organized: Methodical approach to documentation, file management, and tracking deliverables.
- Strong Communication: Exceptional written and verbal communication skills for drafting professional client proposals and interacting with field staff.
