Operations Support Office Associate/Operations Coordinator

Job Description

OPERATIONS SUPPORT OFFICE ASSOCIATE

Reporting Line

• This position directly reports to the Operations Support Head.

Primary Responsibilities

• Job order registration / Records management / Sample handling, dispatch, and management
• Inspection/Audit/Test report generation
• Assist in sending of payment reference and instructions to customers
• Attends to inbound calls and incoming documents, samples and walk-ins/visitors
• Proposal generation for routine services with supervision from Sales and Operations.

SPECIFIC RESPONSIBILITIES

▪ Handles job order creation and/or update records/database on job order status following the appropriate procedures for job registration and using the appropriate tools (i.e. BOSS, SLIM, SIR, etc) and record database.
▪ Receives, registers, labels, endorses internally or dispatches to affiliate the samples with relevant documents.
▪ Prepares and dispatches document package (Certificate/LTR, Invoice, Proposal, Letter, etc.) with approved results or reports through appropriate means (i.e. by e-mail, courier, or delivery).
▪ Updates the corresponding form/documentation/record/database/facility provided or required related to report generation.
▪ Maintain documents and files/keeps them on corresponding job/or e-job folders and/or prepare documentation for archiving and eventual disposition following defined retention period.
▪ Coordinates with operation or affiliate, as needed on issues affecting the registration, proposal, reports or collection.

▪ Coordinates with Customer on required related documents or provide Customer of any relevant document after registration, i.e. claim stub, invoice, etc.
▪ Prepares proposal for routine services with the guidance of Sales or Operations.
▪ Regular submission and updating of weekly/monthly KPI monitoring report.
▪ Assist in the maintenance of the Quality Management System.
▪ Performs other related duties as may be assigned either to achieve departmental goals or for his/her personal or professional training, education or development as programmed by his/her immediate superior.
▪ Complies with the Quality, Health and Safety, Environment and Energy (QHSEE) policies and supporting objectives including, but not limited to:

Qualifications

Education: College graduate (preferably in any administrative course).

Required Skills

• Experience/Technical Knowledge
• Proficient in Microsoft Office tools (Word, PowerPoint, Excel, SharePoint, SIR)
• Skilled in using the internet platform
• Must have typing/encoding skills of 45 words/min
• Strong organizational and interpersonal skills
• Good oral and written communication skills
• Professional, Proactive, and willing to learn.
• Show great sense of responsibility.