Operations Coordinator

Operations Coordinator

Job Title: Operations Coordinator

Location: Mumbai (Office based and need to work in UK shifts)

Reporting to: Team Leader - Operations

Employment: Full time / Permanent

Shift Timing: This role requires flexibility in working hours, as shifts may begin no earlier than 09:00 AM IST and may end until 10:30 PM IST; however, the total number of working hours will remain 09 on any given business day.

The Primary Purpose of the role

The role of the operations Coordinator is to plan, administer and implement support and services that enable our team to operate efficiently, helping to ensure we deliver the best solutions for our clients.

Brief Description of Tasks

Handle a diverse set of responsibilities to ensure seamless coordination and execution of various operational tasks and learning programs:

• Event Management: Efficiently manage events in the CRM system, ensuring compliance with service level agreements (SLAs) and maximizing the utilization of full-time delivery staff members.
• Coordination / Collaboration: Collaborate closely with delivery staff to maintain accurate diary entries, facilitating seamless communication and coordination.
• Paperwork Administration: Process confirmation paperwork swiftly within defined SLAs, ensuring all documentation is completed and filed within 24 hours of submission.
• Purchase Order Management: Responsibly raise and dispatch purchase orders in a timely manner, ensuring efficient procurement and allocation of necessary materials and resources.
• Order Cancellation: Swiftly cancel purchase orders as required, maintaining accuracy and completeness in financial records and procurement processes.
• Logistics Oversight: Execute, manage & oversee logistics for events, ensuring timely dispatch of course materials and equipment to support smooth execution. Preparation of certificates.
• Venue Booking: Confirm venue bookings and coordinate dispatch of necessary materials well in advance of course start dates. Ensure prompt dispatch of materials for distance learning bookings upon confirmation.
• Internal & external Travel Logistics for Associates/Employees: Manage domestic and international travel logistics for staff members as well as Associates, including Visa, arranging flights, accommodation, and necessary documentation.
• Delegate Information Management: Collect and manage information from international delegates, ensuring accuracy and compliance with regulatory requirements.
• Report Support: Execute formatting of Audit and Consultancy reports, maintaining consistency across all documentation.
• Procedure Maintenance: Update Standard Operating Procedures periodically to accommodate changes as a natural consequence of business process re-engineering initiatives and other business changes which may be dynamic in nature.
• Flexibility and Adaptability: Demonstrate flexibility and adaptability to handle additional responsibilities as needed to address unforeseen business requirements, contributing to the overall success and effectiveness of the team and organization.
• Plus Expenses: Effective management of Plus Expenses which may include but not limited to creation of Subsequent Opportunities on CRM, follow up for invoices with suppliers, driving Subsequent Opportunities towards desired status.
• Additional Responsibilities: The responsibilities outlined herein are not exhaustive, and the employee may be required to perform additional tasks as directed by respective Line Manager to fulfil the business requirements of the department and organisation.

Health and Safety

Understand and fulfil your health, safety and wellbeing responsibilities and have an adequate level of health and safety competence. To discuss your level of competence and any areas for development regularly with you manager

Person Specification

Essential

Skills & Qualifications

• Degree level or other relevant qualifications.
• Excellent organizational and coordination skills, ability to prioritize, multi-task and meet deadlines. Positive mindset towards change
• Excellent listening, verbal, and written communication skills in English Language.
• Computer literate with working knowledge of off-the-shelf systems and evidence of using bespoke systems.
• Elevated level of attention to detail.
• Salesforce experience and skills in using CRM effectively.
• Excellent time management skills and ability to prioritize while multi-tasking.
• Accuracy at work and high level of attention to detail

Experience

• Minimum 2 years of experience in an administrative role or Customer Service role.
• Understanding complex requests and responding within required deadlines.
• Working in an environment where there is a need to assimilate information quickly.
• Working in an environment where it is important to make decisions quickly.
• Experience of working as part of a team but also independently
• Proven record of accomplishment of being customer focused with a can-do attitude.
• Experience of working under pressure and to strict deadlines.
• Desirable - Experience of working in a Health and Safety Organisation