About the role
The ideal candidate should have strong coordination and follow-up skills, good knowledge of MS Excel and reporting, and the ability to manage multiple stakeholders, vendors, and operational activities independently.
Key Responsibilities:
- Manage and track operational work orders from assignment through completion and final closure.
- Monitor open, aging, and overdue work orders and follow up with relevant teams and vendors.
- Verify work order completion and ensure all required documentation and approvals are available.
- Coordinate with suppliers regarding pending work, service updates, corrective actions, and deliverables.
- Maintain updated vendor contacts, communication records, and escalation details.
- Ensure suppliers submit service reports and follow up on missing or delayed documentation.
- Coordinate with Site Operations and vendors to resolve incomplete or inaccurate service documentation.
- Support invoice processing by ensuring completed work orders have the required supporting documents.
- Track invoice aging, payment status, discrepancies, and unresolved disputes.
- Coordinate with Accounts Payable, Procurement, Site Operations, and suppliers to resolve invoice-related issues.
- Prepare and maintain weekly and monthly operational reports, dashboards, and scorecards.
- Track vendor response time, work order completion, service-report compliance, and other performance metrics.
- Identify recurring vendor or site-level issues and escalate them to the appropriate stakeholders.
- Support vendor performance reviews and prepare data for periodic business reviews.
- Monitor site-level compliance with established processes, SOPs, documentation requirements, and service timelines.
- Maintain accurate operational records and ensure timely escalation and closure of pending actions.
Requirements
- Bachelor's degree or equivalent qualification preferred.
- 2–5 years of experience in operations coordination, vendor management, facilities coordination, procurement support, work order management, or service administration.
- Strong hands-on knowledge of MS Excel, including tracking, reconciliation, reporting, and data analysis.
- Experience in vendor coordination and cross-functional stakeholder management.
- Good understanding of invoice workflows and Accounts Payable coordination.
- Experience preparing MIS reports, dashboards, KPIs, or vendor performance reports.
- Strong organizational and time-management skills.
- Excellent follow-up and communication skills.
- Ability to identify discrepancies, track exceptions, and ensure timely resolution.
- Strong attention to detail and accuracy.
- Ability to work independently and manage multiple tasks and deadlines.
- Good judgment to resolve routine issues and escalate critical or unresolved matters appropriately.
- Experience with ERP, CMMS, or other work order management systems will be an advantage.
- Experience in data center, critical infrastructure, facilities management, or procurement operations will be an added advantage.