An
Operations Coordinator oversees a project from A to Z, coordinate with
production and installation, of each project within the agreed guidelines in
respect with company process and project milestones and time frame, follow up
until delivery and ensure client satisfaction.
Effectively
handle each project from creation to completion with efficiency.
Key Responsibilities:
Follow up, coordinate with efficiency, and maintain Job Order upon receipt of
new assigned project, ensure JO contains all details received / inquired and updated.
1.Coordinate / ensure receipt of all required artworks
from client in proper format and resolution before planned deadlines.
2.Ensure
delivery of duly received artwork to designated Artwork Designer, coordinate
with client for final approval. And document every communication and approval,
never verbally.
3.Communicate
with client in a professional and ethical manner.
4.Coordinate
with Installation / Production Design, to prepare an appropriate / precise
material specification.
5.Prepare
samples, physical / visual for client approvals.
6.Coordinate
with Projects to ensure fabrication, result, is in line with client
requirements.
7.Prepares
the mock up, if applicable, for each project, coordinate accordingly with client
/ production / projects / designer.
8.Prepares
and maintain a detailed check list for each project.
9.Update and
maintain The Daily Summary Monitoring folder.
10.Coordinate
with production to create the build-up schedules and makes sure that it is
followed through properly.
11.Ensure
that the project is delivered within the agreed timeline and handed over in a
proper fashion.
12.During
hand over assures that the quality of the project is in line with bros
mastermind Standards.
13.Maintains
the positive client relationship during build-up / delivery / show and after.
14.Coordinates
between Production / installation to ensure prompt and appropriate delivery of
material and approved samples.
15.Create a
proper / precise duly filled, Job Ticket, ensure receipt / compliance by
Production.
16.Efficiently
manage a demanding and varied workflow.
17.Coordinate
and assist with all aspects of installation / build-up of any bros mastermind
project in hand.
18.Coordinates
with purchasing department and different supplies for materials and samples.
19.Prepares
all required organizers / venue forms / permit for each project, coordinate / communicate.
20.To be
presentable and hygienic.
21.Implementing
Code of conduct and procedures.
22.Controlling
Code of conduct and procedures implementation.
23.Continuously
propose possible improvements in all areas of influence.
24.Communicating
and consulting with clients on the project requirements and objectives.
25.Formulating project strategies and goals.
26.Agreeing timelines.
27.Supervising production, monitoring, and
chasing work progress.
28.Writing reports.
29.Analysing, interpreting, and presenting
results.
30.Administration.
31.Delivering presentations and reports to
management.
32.delivering the project on time and within
budget … snags free! Creating clients happiness.
33.Making sure the project has all required
elements to run smoothly and up to the company’s and client’s standards.
The work offers high levels of responsibility and excellent
opportunities for promotion to consultant or senior managerial positions. Tight
client deadlines require an ability to work under pressure, but this can also
provide a real buzz to the working day.
REQUIRED SKILLS & EXPERIENCE:
1.Advanced
computer skills with high proficiency in Microsoft Office
2.Excellent Verbal communication skills
3.Commercial awareness in all stages of the
project. Numerical skills
4.Ability to work under pressure with high
agility and flexibility.
5.Excellent problem-solving skills.
6.Excellent analytical skills.
7.Organizational skills.
8.Interpersonal skills.
9.High integrity.
10.Team spirit: positive, supportive, calm under
pressure.
In the handover meeting, the Job Order will be fully transferred from
Projects departments to Operations and Technical. The Operations coordinator is
informed about the scope of work and all related information, technical and
operational on that project. All missing information should be highlighted, and
the technical department will start preparing all technical descriptions and
required workshop drawings.
In that process, the operations coordinator will introduce himself to
the client and act as a bridge between the technical department and client
until the full technical aspects of the Job are done and a complete handover to
the Production Manager is done.
Once production is initiated, the operations coordinator will continue
to prepare and bring together all sides and aspects of the project.
Along the Project stages operation coordinator will perform below Task
List:
1.Operations TaskList
1)Communication: -
·WithClients: -
·Chasing approvals, artworks, access, date and time,
details, and everything that is missing to job description.
·Asking all confirmations.
·Installation time, dismantling, permissions.
·Receiving and dealing with complaints regarding being
late, bad quality, poor installation quality.
·Handling all issues regarding items are not produced
on time, not meeting clients standards.
·Managing and converting clients negativity (raising
issues).
·Cater clients request new or additional.
·Forwarding to projects any changes that require
confirmations.
·Informing clients to go to correct channel of communication.
·Directing them to projects.
·Coordinating all possible situations regarding
unforeseen changes, weather conditions, site accessibility.
·Maintaining constant availability for
client until project is finished.
·Preparing and delivering samples and mock ups, getting
confirmations on specific colours in collaboration with technical department.