Job brief
We are looking to employ an operation assistant with outstanding written, verbal and interpersonal communication skills. An operation assistant is responsible for assisting the operation manager in coordinating various aspects of back-office operations. Maintain to follow-up on various records will also handle other areas of operations as may be assigned. As well as handling customer service.

Key Responsibilities:
CUSTOMER SERVICE:

 Conducting post sale follow-ups with customers to ensure all sales agreements have been accomplished and customers are satisfied with all aspects of the transaction
 Fosters a culture that ensures excellent customer service by confronting issues openly and quickly, and resolving customer complaints / dissatisfaction
 Coordinating with the operations manager to prepare the schedule to call the clients a day before the visit date as a reminder and confirmation to the visit date and time
 Implements quality assurance program/procedures to ensure customer satisfactions and strengthen customer relationships
 Preparing the invoices and the receipts for the installation and maintenance along with opening customer file and collecting payments
MONITORING:
 Assisting with the monthly meeting conducted by the operation manager and preparing the minutes of meeting
 Follow up with the technician teams daily to keep track of the routing and make sure that they are following the schedule as planned
 Coordinating with the operation manager to follow up with the technicians and assistant technicians to ensure that materials and equipment are received and dispensed for scheduled jobs
 Coordinating with the operation manager and the stock keeper to order all the items needed for the installation and maintenance after ordering the items from the system

CARS MANAGEMENT:

 Managing company cars in coordination with the HR administrative assistant
• Conduct a vehicle spot check twice a month to maintain the car’s good condition
• Keeping track of the car’s maintenance
• Responsible for the company car keys and Medco station fuel cards
QUOTATION:
 Prepare, review, and follow up on official quotations based on BOQ’s and quantities issued by the engineering department
OPERATIONAL REPORT:
 Generating reports and measures of the operations as well as recording all records, all inventory, tools, and reviewing reports with management



DATA ENTRY:
 Data entry and follow up on the warehouse maintenance sheet, and update the clients with all the details regarding their item’s maintenance
 Daily data entry for all the tools used by the technicians for the clients in the system under each client’s file
 Data entry and follow up on the warehouse maintenance sheet, and update the clients with all the details regarding their item’s maintenance
OTHER:
 Follow up on the Azotes and Oxygen refill process
 Checking the email and the department’s mobile on a daily basis, and complete needed tasks and customer’s requirements
 Assist the manager with other operation tasks when needed
 Cooperating with the sales department to make sure that the driver brings the items for installation and maintenance

Qualifications:
 Requires a minimum of a bachelor degree in business management or a related field
 Requires a minimum of 3 years experience in the related field
 Excellent communication skills
 Highly computer literate Microsoft office, capability in email, tracking system ,reporting, and related business tools
 Experience with conflict resolution
 Strong organizational and time management skills