Operations Coordinator
Ambrey Limuited
مجموع سنوات الخبرة :18 years, 2 أشهر
• Allocation of weapons, ammunitions and equipment’s to them marine security guards for their each sea transits and update the same in the EDMS.
• Controls and arrange the accommodation facility, food facility and travel facility from vessels to hotels and hotels to vessels for marine security guards.
• Filling of all the electronic communication in their respective archive folders.
• Prepares mobilization bio passport documents of marine security guards before the sea transits and would send to operation managers their action.
• Update the embark and disembark of estimated time of arrival of each vessel from master to plan and procure the mobilization of marine security guards more effectively.
• Checks and update the satellite calling details in the master log and reports the same to accounts department.
• Checking and updating numerous reports from team leaders, armorer custodian, security officers, masters, and vessel captain in our EDMS.
• Arrange weapons inspection with custodian armorer every month and update the response file in EDMS with the returned status.
• Arrange the weapon handling training and skills development programs for marine security guards with the HR department.
• Proper checks & receives all type of incoming documents (O & M Manual, Projects Dossier, Shop Drawings, Method Statements, Material Submittals, Prequalification’s, Reports, Inspection Requests, Request for Information, Sample Submittals, Change Request, Technical Deviation & Correspondence etc.) from the Contractors both hard copies and soft copies. Ensures EDMS “Primavera Contract Manager” Software is also updated by the contractor’s document controller.
• Follows an approved distribution matrix for distribution of both hard copies and soft copies of documents for review and comments to Managers, Engineers & Inspectors.
• Deal with project management team, designer, contractor and sub-contractors’ day to day on documentation activities.
• Discuss and work with document control lead & QA/QC Manager in procurement of project procedures, project templates, ISO 9001 standards, delivery platform and work flows in line with the Project requirements. Introduce & implement them in project document control department and other departments.
• Forward Observation and Comments Sheet (OCS) for all the documents which were submitted for review and comments via transmittal to contractor after procurement and compilation of comments from all the reviewers.
• Returns back the responded copy of all the RFI’s and RFIT’s which were submitted for review and comments, Inspections via transmittal to contractor after comments from all the reviewers.
• Processing all the incoming and outgoing correspondences from all the stakeholders and taking adequate actions after the instructions from the managers.
• Scans all the project related documents and upload them in EDMS Software “Primavera Contract Management” for record keeping and Maintains accurate qualitative EDMS of the Project for easy access of all kind of documents and also saves one set of documents on NAS (network attached storage) Server.
• Controls documents archives of both electronic documents and physical hard copies and follows hard copies filing of all the Incoming & Outgoing documents.
• Updates the Snags and D-snags in Finish Line Software and sends daily update to managers and technical team.
• Manage material sample house and its register as per the contract requirements.
• Update documents deliverable master file for document control and data management from all the parties (tracking the document status, time period & Ball in court) and reporting overdue items to project manager to inform reviewers for further actions.
• Prepare Analytical Reports, Charts and data for Client, Designer and Project Director/Manager on regular Basis.
• Manages office administrative requirements of the Project and the attendance record of the site office Work force.
• Controlling all the in & out documents, assisting Engineer’s queries, site queries/ retrieves documents and maintains the automated distribution log.
• Provide training to all staff to showcase the importance of EDMS Software & Document Control Process.
• Prepare and submit the invoice of workforce billings to head office to forward to client for authorization and payment.
• Participates in internal audit with client’s auditor to ensure/confirm accuracy in document record keeping and the archives.
• Proper checks & receives all type of incoming documents (O & M Manual, Projects Dossier, Shop Drawings, Method Statements, Material Submittals, Prequalification’s, Reports, Inspection Requests, Request for Information, Sample Submittals, Change Request, Technical Deviation & Correspondence etc.) from the Contractors both hard copies and soft copies. Ensures EDMS “Primavera Contract Manager” Software is also updated by the contractor’s document controller.
• Follows an approved distribution matrix for distribution of both hard copies and soft copies of documents for review and comments to Managers, Engineers & Inspectors.
• Deal with project management team, designer, contractor and sub-contractors’ day to day on documentation activities.
• Discuss and work with document control lead & QA/QC Manager in procurement of project procedures, project templates, ISO 9001 standards, delivery platform and work flows in line with the Project requirements. Introduce & implement them in project document control department and other departments.
• Forward Observation and Comments Sheet (OCS) for all the documents which were submitted for review and comments via transmittal to contractor after procurement and compilation of comments from all the reviewers.
• Returns back the responded copy of all the RFI’s and RFIT’s which were submitted for review and comments, Inspections via transmittal to contractor after comments from all the reviewers.
• Processing all the incoming and outgoing correspondences from all the stakeholders and taking adequate actions after the instructions from the managers.
• Scans all the project related documents and upload them in EDMS Software “Primavera Contract Management” for record keeping and Maintains accurate qualitative EDMS of the Project for easy access of all kind of documents and also saves one set of documents on NAS (network attached storage) Server.
• Controls documents archives of both electronic documents and physical hard copies and follows hard copies filing of all the Incoming & Outgoing documents.
• Updates the Snags and D-snags in Finish Line Software and sends daily update to managers and technical team.
• Manage material sample house and its register as per the contract requirements.
• Update documents deliverable master file for document control and data management from all the parties (tracking the document status, time period & Ball in court) and reporting overdue items to project manager to inform reviewers for further actions.
• Prepare Analytical Reports, Charts and data for Client, Designer and Project Director/Manager on regular Basis.
• Manages office administrative requirements of the Project and the attendance record of the site office Work force.
• Controlling all the in & out documents, assisting Engineer’s queries, site queries/ retrieves documents and maintains the automated distribution log.
• Provide training to all staff to showcase the importance of EDMS Software & Document Control Process.
• Prepare and submit the invoice of workforce billings to head office to forward to client for authorization and payment.
• Participates in internal audit with client’s auditor to ensure/confirm accuracy in document record keeping and the archives.
• Internal check of the hardcopies of field employee’s expense statements & after the check, would forward them to finance department for reimbursements and manage safely archive of all documents for audit.
• Travel ticket and hotel bookings of zonal sales manager as per the monthly travel plan.
• Addresses the service enquiries of consumer complaints and product availability.
• Look after the accounts & reconciles payables and receivables of the branch office and controls the unwanted excess expenditures.
• Manages repairs and maintenance of computers and other office accessories and equipment’s.
• Tracking of daily primary net sales and report them to zonal sales manager and head office.
• Follow up & coordinate with the head office, sales force, CFA & HUB on special sales drives, scheme push-up activity & stock transfer.
• Compilation & finalization of monthly sales numbers to procure final primary & secondary sales numbers and evaluates the performance and growth.
• Checks & audit the products display claims and scrutinize with the sanctioned budget & business plan and rejects unsanctioned claims.
• Check & audit the distributors claims, ensures strong follow-up and coordination with finance department and CFA on claim reimbursement & settlement in due time to distributors.
• Monthly audit of stocks at CFA to ensure that the accurate stacking & good condition of stocks being maintained at the CFA.
• Calculate & prepares incentive list of sales forces as per the achievements against the set target and sanctioned circular.
• Handled daily petty cash and maintain records for each expenditure.
• Managed office administration requirements of the branch office.
• Filing of all the relevant hard copy documents.
• Allocate target to sales team as per the growth and distribution matrix.
• Supervise the team of 3 back-end employees and evaluate their performance regularly.
• Arrange & manage rent payments of building switches, access nodes, DSLAMs & electricity bill payments for electricity meters and controlled excess payment.
• Prepare & maintain MIS data of the instruments i.e. Building Switches, Access Nodes, DSLAMs & separate Electricity Meters.
• Follow-up with liaisons officer for the renewal of agreements of Access Node & DSLAMs to avoid payment conflicts.
• Coordinate/communicate with liaison officer on new building permissions depending upon future customer potentials.
• Follow-up with liaison & technical team to resolve the issues like rent non-payment, bad network, and old escalated service requests and resolve them within the stipulated time frame.
• Checking with field Engineers the feasibility of unassigned sales leads & pending connections of new customers and communicating the solution to sales force/Customers.
• Conduct regular audit of the instrument stocks available at the storage room to control the loss of materials due to damages.
• Filing of all the relevant hard copy documents.
• Supervise 1 back-end employee and 3 field employees and evaluate their performance regularly.
• Proactive and real time resolution of requests and complaints from assigned Companies.
• Revenue enhancement by addition of new customers and up selling of handsets.
• Primarily interacting with authorized signatories by being the single source of interactions.
• Interfacing with other concerned teams like technical support, sales, marketing, networks, IT, etc. to identify suitable solutions for specific customer requirement / application / grievance.
• Maintenance of data of assigned companies as per changes done by them.