Operation Support Coordinator

Job Description

Key Responsibilities: Operations Coordination: Provide administrative and operational support to the Operations and Project Teams . Assist in planning, scheduling, and tracking ongoing projects. Coordinate with internal departments, vendors, and clients to ensure smooth workflow. Monitor work progress, track milestones, and report any project delays . Ensure all project activities comply with company policies and safety standards . Support the execution of contracts, agreements, and compliance documentation . Assist in preparing and maintaining operational KPIs and performance reports . Communication & Documentation: Manage internal and external communications between departments and stakeholders . Prepare and maintain operation-related documents, reports, and correspondence . Ensure proper documentation of all purchase orders, invoices, project updates, and work orders . Maintain confidentiality and proper record-keeping for operational data and transactions . Assist in preparing presentations, reports, and meeting minutes for management. Support the team in responding to client inquiries, follow-ups, and service requests . Logistics & Supply Chain Support: Assist in managing inventory, spare parts orders, and procurement activities . Coordinate with logistics teams for timely delivery of equipment and materials. Track shipments, vendor deliveries, and maintain logistics records for smooth operations. Ensure compliance with import/export documentation and regulations (if applicable). Work closely with vendors to negotiate pricing and delivery schedules . Procurement & Vendor Management: Assist in the procurement process, RFQs, and vendor selection . Verify and process vendor invoices, ensuring timely payments and reconciliation . Maintain a database of approved suppliers, contracts, and price negotiations . Track purchase requests, approvals, and procurement workflows . Coordinate with suppliers for quality checks and timely replacements if needed . Administrative & Support Functions: Support HR and Admin teams in operations-related administrative tasks. Assist in travel and accommodation arrangements for employees and project teams. Ensure compliance with company policies, ISO standards, and safety protocols . Monitor office supplies, equipment, and administrative expenses . Provide general administrative assistance such as data entry, filing, and document control . Assist in organizing company meetings, events, and operational reviews . Process Improvement & Reporting: Identify and suggest improvements in workflows and operational efficiency . Support management in budgeting and cost control by tracking operational expenses. Assist in preparing financial and operational reports for decision-making. Ensure adherence to company policies, industry regulations, and quality standards . Required Skills & Qualifications: Bachelors degree in Business Administration, Operations Management, Supply Chain, or a related field. 1-3 years of experience in operations support, logistics, procurement, or administrative coordination. Strong proficiency in MS Office (Word, Excel, PowerPoint, Outlook, ERP systems) . Excellent organizational, multitasking, and time management skills. Strong verbal and written communication skills in English. Ability to work in a fast-paced environment and manage multiple priorities. Knowledge of supply chain, procurement, or project coordination is a plus. Prior experience in the oil & gas, engineering, or manufacturing industry will be an added advantage.