Operations Coordinator

Job Description:

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 buildup 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 buildup / 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 / buildup 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 problemsolving 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 Task List

1) Communication:

With Clients:

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.

With Operations Manager:

Project handover receiving all details and scope of work.

Together in meeting for initial client meetings.

Raising issues that are out of control.

Bringing documents for signature: Job order risk assessment.

With Production:

Defining deadlines materials finishing paint etc...

Quality check

Getting all needed information s from client

Raising issues if problem with material supply

With printing supervisor

Cross checking materials for printing

Bringing print tickets

Asking feedback from printing and finishing

With Projects:

Investigating scope of jobs if any misunderstanding

Informing about additional items and asking for approval

With Installation:

Planning for installations ahead.

Planning and requesting purchasing for man lift machinery.

Following up on installation progress.

Managing the client on site operations onsite teams.

Site visits quality check.

Observing installation and taking clients feedback.

Collecting installation photos from installation supervisor.

With logistics:

Coordinating with logistics coordinator.

Giving them location map and contact person details.

Calling contact person before they move to confirm.

Coordinating in cases of clients items delivery.

With warehouse

Double checking stock levels and availability of certain items.

TV.

Furniture.

Clients items.

Sending reports and pictures to the client.

Informing logistics and warehouse that goods are coming and they need to prepare space.

Requirements

Job order preparation:

Job order fulfillment:

Gathering missing information s from the client.

It should be agreed with technical department what are the missing information.

Technical needs to inform operations what is missing.

Sending to client for confirmation.

Making changes and sharing until it is confirmed.

Site visits if needed.

Needs to be coordinated with production and installation.

Print Job Order collect all signatures and share it with production managing the challenges that arise during the lack of information s and difficult mixture of characters and attitudes.

Preparing and maintain a detailed deliverables check list for each project.

Updating and maintaining The Daily Summary Monitoring calendar.

Artwork:

Communication with clients and inhouse designers.

Explaining all needed to designers.

Problem solving with designer for printing high and low resolution.

Check snapshots simulations.

Modification according to size and resolution.

Sending for approvals.

Getting the approvals.

Print ticket preparation:

Filling the format with correct sizes.

Checking the links snapshots.

Stamping the reference number.

Giving to printing supervisor.

If change comes afterwards do modification.

Exchange with previous one in printing.

Every change need to as a revision.

Consultation for materials and way with Print Supervisor.

Checking the colour in some cases.