Job Description

Immediate Superior: Operations Department Head

Organizational Unit: Operations Department

Job Description
The position is responsible for supporting various project coordinators in the administrative aspects of a contract with a client, with a strong focus on billing collection.

Responsibilities

• Act as the back-office / HQ point of contact for any other internal department to get accurate, up to date and comprehensive information about a project / contract during its execution phase.
• Support project coordinators administratively in preparing various administrative paperwork (yet this is not an admin assistant job) to initiate or operate the project.
• Responsible for client collections, including the timely issuance of billing (with Finance), the thorough follow-up of outstanding debts and the persuasive interaction to encourage timely debt payments.
• Accountable for the project / contract documentation: consolidate, centralize, categorize and archive in an accurate, timely and comprehensive manner information about a project / contract. This includes all types of accreditation, the process of all kinds of Bonds, the relevant filling and documentation, the submission of Billing and collection.
• Accountable for a) the respect of standard operating procedures, policies, guidelines and best practices, and b) the timely and accurate reporting of attendance and key performance indicators.
• Render such other services and duties that maybe assigned from time-to-time.

Nature of Supervision
None.

Nature of Interactions

Internal to the Organization/Company

Department Contact With
Nature of Interaction

All Groups

• Status of projects / as needed

Project Coordinators (Operations)

• Transmit information for action / as needed.
• Monitor and support proper documentation and reporting.

Sales

• Collaborate on sales opportunities identified by the operation team in the course of existing project execution.
• Facilitates the smooth project hand-over between sales and operations.
• Update the customer relationship management database.

Finance

• Review of progress billing and collections.
• Request and liquidation of cash advances / weekly or twice a month.
• Approval of Purchase Orders for tools and materials / as needed.

Process and Internal Controls

• Monitor and support proper documentation and reporting by Project Coordinator.
• Implement plans and programs to improve operational process and effectiveness as well as internal and external customer satisfaction.

HR and Admin

• Personal HR matters.

External to the Organization

Department Contact With
Nature of Interaction

Contractors, Clients and/or Suppliers

• Act as the back-office / HQ point of contact for admin matters or if Project Coordinator on site is absent.
• Effective documentation and document processing related to project / contract.
• Effective client collections.
• Formulates and implements plans and programs to improve customer satisfaction in relation to sales activities.

Contractors

• Submission of terms of references, drawings and bid documents / as needed.

Desired Qualifications

Work Experience1-3 years of experience in sales administration or account management; work experience in the construction company and/or allied services is preferred.

Level of KnowledgeManagement or Engineering college graduate, preferably Sales and Marketing specialization (if management).

Competencies
*

• Core

• Exemplifying Integrity

Thinking, speaking and acting the truth; fair and honest dealings with co-employees, workers, customers and other shareholders of the Company.

• Trustworthy

Can be trusted to do the right things, delivers what is promised, and a good steward of resources entrusted to him or her.

• Accountability

Holds himself or herself accountable for his or her area of responsibility; collectively, to the Company’s customers. If a problem occurs in one’s area of responsibility, he or she fixes it – with no excuses, no finger pointing.

• Innovativeness

Challenges technology to push the boundaries of the possible to deliver uniquely effective products and services.

• Commitment to Safety

Takes responsibility for his or her own safety and the safety of co-employees, workers, customers and the public.

• Coaching

Ability to develop and continually grow institutional competence through coaching and mentoring.

• Teamwork

Ability to work harmoniously with others, supporting each other towards the achievement of Company goals and objectives.

• Functional

• Knowledge and understanding of the Company’s products and services, and its operations
• Knowledge and understanding of the construction industry and its adjacent services
• Strict attention to detail, proactivity and respect of deadlines.
• Ability to collect payment and debts
• Possess good oral and written communication skills
• Proficient in MS Office, communication tools (Facebook Messenger, Viber, Skype, Slack), Customer Relationship Management (CRM) software.
• Ability to liaise with clients and suppliers in a timely and professional manner.