Operations Assistant

Operations Assistant

Job Title: Operations Assistant
Department: Operations
Reports To: Operations Manager

Job Summary:

The Operations Assistant provides vital support to the Operations Department by handling job costing, documentation, scheduling, and operational reporting. This role ensures smooth day-to-day execution of facility management tasks, contributing to efficiency and service quality.

Key Responsibilities:

1. Administrative & Documentation Support

• Assist in the preparation of job costings, method statements, and equipment/chemical listings.
• Maintain accurate records of stock disbursement, equipment service logs, and contract documentation.
• Generate routine reports on stock consumption, materials utilization, and operational performance.

2. Job Scheduling, Materials & Coordination

• Develop and manage schedules for contract and ad-hoc jobs, ensuring coordination among the Operations, Project, and QA teams.
• Coordinate with HR and operations teams to ensure proper workforce allocation.
• Monitor job progress and update schedules based on operational demands.

3. Materials, Equipment & Asset Monitoring

• Track fleet and equipment performance by receiving and reviewing reports from service technicians on equipment servicing and fleet management.
• Provide materials listings for jobs and review reports generated by the Warehouse Coordinator related to stock consumption at client contracts.
• Ensure compliance with operational safety protocols in asset management.

4. Staff Support & Performance Tracking

• Support the Operations Manager in monitoring staff adherence to assignments and performance goals.
• Assist in preparing performance review documentation and compiling training materials.
• Address routine staff inquiries and provide administrative support for daily operational activities.

5. General Tasks

• Assist with other related departmental tasks

Key Performance Indicators (KPIs) & Success Criteria:

• Job Scheduling Efficiency: Ensure 100% timely job scheduling and workforce allocation.
• Reporting Accuracy: Maintain error-free submission of reports and documentation.
• Inventory & Equipment Management: Ensure optimal stock levels and 95% asset uptime.
• Operational Support: Maintain a responsive and organized workflow, minimizing disruptions.

Required Qualifications & Experience:

• Associate’s degree or diploma in Business Administration, Operations Management, or a related field is preferred.
• Minimum of 2 years of experience in a service-related field, such as facilities management, logistics, or administrative support.
• Strong organizational and administrative skills.
• Experience with inventory management, scheduling, and report generation.
• Familiarity with operational procedures and compliance standards.
• Proficiency in Microsoft Office Suite, with emphasis on Excel and reporting tools.