Assistant Operations Manager (Remote)

Key Responsibilities:

Site Adherence:

Ensure strict adherence to scheduled days and times for all assigned ad hoc jobs.

Ensure work instructions for each ad hoc job are written accurately and ensure all tasks are completed by the team.

Share images, site reports with the client in a timely manner.

Quality Assurance:

Monitor and verify the quality of job execution, ensuring all tasks meet established standards.

Review “before” and “after” job images to confirm quality and compliance.

Proactively address and resolve any issues related to job quality.

Job Booking & Coordination:

Book ad hoc jobs, ensuring all details are accurately captured and communicated.

Coordinate with relevant teams to ensure smooth execution and completion of jobs.

Manage scheduling and re-scheduling of jobs, securing necessary approvals where required.

Handle rescheduling needs due to team availability, job delays, or unforeseen circumstances.

Keep all stakeholders informed about any changes in the schedule, ensuring minimal disruption to operations.

Ensure all timelines and Turnaround Times (TATs) are honoured, maintaining adherence to deadlines.

Invoicing:

Ensure invoicing for all ad hoc jobs is done on time.

Ensure subcontractor ad hoc job invoices are sent to the accounts department on time.

Maintain accurate and up-to-date records of all invoicing activities, ensuring billing information is precise and timely.

Query Resolution & Client Management:

Serve as the primary point of contact for client queries, providing prompt and effective resolutions.

Handle and resolve client complaints within the set Turnaround Time (TAT).

Maintain positive communication with clients, ensuring their needs are met and expectations exceeded.

Coordinate between clients, operation teams, and subcontractors for queries on new and existing bookings.

Develop and maintain long-term relationships with new and existing customers.

Inter-Team Communication:

Facilitate clear and effective communication between teams involved in job execution.

Ensure that all issues related to job execution, client requirements, or scheduling are promptly addressed and communicated to relevant stakeholders.

Work collaboratively with all team members and maintain positive, collaborative relationships across the organization.

Reporting & Documentation:

Generate and present detailed reports on the number of ad hoc jobs done and revenue analysis.

Ensure accuracy and completeness of information on the CRM system, including job details, invoicing, and completion status.

Regularly report on issues and ensure timely resolution.

Prepare status reports on follow up with new leads generated by the sales or operations team.

Subcontractor Onboarding:

Ensure subcontractors are onboarded in a timely manner.

Obtain all necessary information required by the payroll department for subcontractor onboarding.

Qualifications:

Bachelor’s degree in business administration, operations management, or a related field.

2-3 years of experience in operations, project management, or a similar role.

Experience in client-facing roles is a plus.

Strong organizational, time management, and communication skills.

Proactive, detail-oriented, and committed to client satisfaction.

*Multiple positions opened in Operations.