Operations Coordinator

الوصف الوظيفي
Provide administrative and operation support to the Operations Manager.
Act as an extension of manager’s authority in administrative matters and his / her investors, suppliers and contractors.
Responsible of the information flow across the department and outside.
Takes charge, is decisive and gets things done to agreed standards, with minimum supervision and follow up. Stretches to manage difficult situations & maintain professional relationships, even when under pressure. Dependable, especially in a crisis!
Takes initiative and goes the extra mile to improve the internal and/or external “customer experience”. Resolves issues fairly – with ‘head & heart’. A ‘go-to-person’ for internal/ external customers to resolve issues.
Anticipates and prepares for the future to ensure agreed results are delivered; proactive in identifying and leveraging opportunities and/or preventing/ resolving problems which could reduce quality or delay the delivery of results.
Reaches out and collaborates with direct reports/ team members, other teams and departments to help the company win. Takes responsibility for his/her tasks on the team. A positive, professional influence at work – people enjoy working with him/ her.
Challenges the ‘status quo’ and contributes ideas which measurably improve team/ department efficiency and/ or effectiveness. Encourages and supports new ways of thinking/working. A ‘creative problem solver’ for the team.
Does what is right, in the right way - in all circumstances. Raises concerns and seeks help when he/she observes/ is aware of activities/ behaviours contrary to company policy or values. Supports others who need help, to do what’s right.
Ensures professional knowledge/ skills/ behaviours are developed to overcome existing or anticipated challenges at work. Actively seeks and receives feedback positively, using it to grow. Helps others with their professional development.
Act as a liaison between the Manager and his / her team as well investors, suppliers and contractors.
Respond to inquiries and requests for information / approval and /or directing to appropriate team as required.
Responsible for the compilation of data and the maintenance of all files related to investors for Asst. Operations Manager (Invoice file, Employee file, budget’s file, project drawings).
Responsible for the preparation of monthly report.
Assisting Dept. Head in YARDI system approval.
Responsible for consolidating Inspection Reports, sending out inspection correspondence in coordination with maintenance & Fire safety schedule & forecast.
Issue manual work permits if needed
Handle commercial café requests
Monitor fit-out projects progress.
Prepare purchase orders and follow up.
Prepare service agreement.
Prepare correspondences to investors and vendors.
Relay with investors to ensure all necessary permits, insurance and document are submitted to mall management.
Answer telephone enquiries from investors, attend to investors, contractors / suppliers and assist other staff in the organization with their enquiries.
Resolve administrative problems by coordinating preparation of reports, analyzing data, and identifying solutions.
Schedule and coordinate meetings and appointments with vendors.
Follow up with Investors for renewal of licenses
Maintain a detailed tracker for F&B;units for their services contracts and following with Investor to submit the unit maintenance requirements.
Ensure that inspections are conducted for Unit completed Fit-out along with Operations Team after the FCC is issued by the RDD Team, follow up with Investor to ensure the pending snags are completed prior to the Operating of the Unit.
Manage daily office administrative issues.
Organize and supervise internal and external daily mail correspondence with investors, suppliers, contractors, and the Operations Department.
Serve as a liaison between the team, management, and external clients.
Coordinate staff meetings and schedule staff shifts regularly.
Review, supervise and organize all outgoing correspondence from Operations department (Mall Supervisors’, Customer Service & or Security Dept.) with investors, suppliers, contractors, and the Operations Department.
Control Opex and Capex and flagging up on area’s where it is over budget.
Prepare spreadsheets (Opex and Capex with explanations, quantity and prices) for presentation to management
Responsible for receiving the Operation’s side of fit-out deposit processing once the Fit-Out Deposit form is received from RDD. Keep records of the received-copy once handed over to Center Management.
Responsible for updating & maintaining of the accuracy of Authority to Trade Certificate matrix, which serves as a reference on the status of all Investors’ submitted documents and the issuance itself of the ATC to each respective Investors in the property
Responsible for Insurance claims to be reported to insurance broker with complete details within 24-36hrs and getting the claim registered and maintaining the records.
Assist in issuance of work permit request related to Bank’s atm unit in the property.
Resolve arising conflicts between investors and the company.
Perform other related duties as and when assigned by CEO and the GM -Property.
Maintain complete confidentiality of all sensitive matters relating to the business in general and Operations Department
Perform other related duties as assigned or requested.
Timely and accurate processing of all departmental documentation.
Efficient document filing and retrieval system
No negative customer feedback on administrative interaction and support.
The office administration is well organized and effective
المهارات
Works in a professional and safe office in the corporate department
Perform physical activities that include indoor and outdoor work.
When required “stretch’ to meet increased work and time pressures.
Minimum High School Diploma; Graduates preferred
Minimum 3 years of experience in general administrative or clerical role
Must have excellent organizational, presentation, and interpersonal skills.
Must have a strong sense of ownership to deliver department objectives and pursue professional development of self and team.
Able to multi-task, prioritize competing assignments and deliver quality work on time.
Knowledge of administrative procedures and systems such as word processing, managing files and records, designing forms, and other office procedures and terminology.
Excellent knowledge of MS Office.
Fluent in English and Arabic (preferable)
تفاصيل الوظيفة
منطقة الوظيفة الكويت
قطاع الشركة العقارات
طبيعة عمل الشركة صاحب عمل (القطاع الخاص)
الدور الوظيفي --
نوع التوظيف --
الراتب الشهري غير محدد
عدد الوظائف الشاغرة غير محدد
المرشح المفضل
المستوى المهني متوسط الخبرة
عدد سنوات الخبرة الحد الأدنى: 3
منطقة الإقامة الكويت

https://www.bayt.com/ar/kuwait/jobs/operations-coordinator-4473585/