Operations Coordinator

Location: Qatar

The Operations Coordinator provides administrative and operational support to ensure the efficient day-to-day functioning of the business. This role coordinates service activities, maintains operational records, supports customer communication, assists with scheduling and resource planning, and helps ensure company processes are followed. The Operations Coordinator works closely with the Operations Manager, Technical Manager, technicians, and customers to support service delivery and operational efficiency.

Key Responsibilities

Operations Coordination

• Coordinate daily operational activities and support service delivery requirements.
• Assist with scheduling technicians, service calls, maintenance visits, and project activities.
• Monitor work progress and ensure operational tasks are completed within required timelines.
• Maintain operational records, job files, and service documentation.

Customer & Client Support

• Act as a point of contact for customer inquiries and service requests.
• Coordinate customer appointments and communicate service schedules.
• Follow up on outstanding requests, quotations, and service-related matters.
• Assist in resolving customer concerns and escalate issues when required.

Administrative Support

• Prepare operational reports, spreadsheets, and performance tracking data.
• Maintain databases, records, contracts, and operational documentation.
• Support invoicing processes by ensuring service records and supporting documents are complete.
• Assist with preparing quotations, purchase orders, and work orders.

Inventory & Procurement Support

• Monitor inventory levels and assist with ordering parts, tools, and materials.
• Coordinate with suppliers and vendors regarding deliveries and orders.
• Maintain inventory records and support stock control activities.

Compliance & Documentation

• Ensure operational documents are maintained and properly filed.
• Assist with health and safety documentation and compliance requirements.
• Support audits, inspections, and quality assurance activities.

Team Support

• Assist with onboarding and training coordination for new employees.
• Coordinate meetings, prepare agendas, and maintain meeting records.
• Support communication between management, office staff, and field technicians.

Preferred Skills

• Proficiency in Microsoft Office Suite (Excel, Word, Outlook, PowerPoint).
• Experience using ERP, CRM, or service management software.
• Strong attention to detail and accuracy.
• Ability to manage multiple priorities in a fast-paced environment.
• Problem-solving and customer service skills.
• Experience in commercial kitchen maintenance, facilities management, HVAC, or related industries is an advantage.