Operations & Customer Relations Coordinator

We are urgently looking for an Operations Admin Office cum Customer Relations Coordinator having at least 2 years in a similar post. The job incumbent shall report to the Head of Operations.

Key Responsibilities:

• Log and manage customer requests, ensuring follow-up with relevant departments.
• Create and complete job cards with accurate details for operational tasks.
• Communicate work plans and schedules to customers and internal teams.
• Prepare accurate quotations based on information from the operations team.
• Assist in preparing tenders and RFQs to support business development.
• Follow up with clients to obtain quotation approvals and ensure progress.
• Maintain and update the customer database regularly.
• Track KPIs and prepare reports for the Head of Operations.
• Invoice job cards after approval, ensuring accuracy and compliance.
• Send digital (and physical when needed) copies of invoices, quotations, and other documents to customers.
• Organize and file job cards, quotations, and operational documents.
• Maintain employee attendance and overtime records for payroll.
• Procure office supplies and consumables for the operations department.
• Participate in meetings, preparing minutes and action points.
• Contribute to other relevant meetings (e.g., Health & Safety, Welfare, ISO).
• Ensure high standards of ethics and quality in operations.
• Perform other duties as assigned.

Key Areas:

• Customer Relations

  • Foster and maintain strong relationships with internal and external customers.
  • Ensure timely, professional, and effective communication with clients, addressing their needs and inquiries promptly.
  • Proactively follow up on customer feedback to ensure satisfaction and resolve any issues.

• Administrative Support

  • Provide efficient administrative support to the operations and sales teams.
  • Manage documentation, job cards, quotations, invoices, and reports with accuracy and timeliness.
  • Organize and maintain operational records, ensuring they are easily accessible and compliant with company standards.

• Sales & Marketing

  • Assist in the preparation of quotations, tenders, and other sales-related documents.
  • Support the marketing efforts by ensuring that customer proposals and offers are professionally presented.
  • Follow up on sales leads and ensure quotations are approved in a timely manner.

• Service Excellence

  • Ensure that operational activities align with the company’s quality standards and service delivery expectations.
  • Uphold a high level of service consistency and integrity in all customer interactions.
  • Continuously strive to improve processes and efficiencies, ensuring a positive customer experience.

Qualifications and Skills:

• HSC or equivalent
• Strong communication skills, both written and verbal.
• Excellent organizational and time management abilities.
• Detail-oriented with the ability to handle multiple tasks simultaneously.
• Proficient in Microsoft Office.
• Ability to work well under pressure and in a team-oriented environment.
• Prior experience in operations coordination or a related field is preferred.