OPERATIONS ASSISTANT

Under direction of the Operations Supervisor and Manager, assist in ensuring the smooth and efficient running of the Operations Department.

JOB TITLE              :        OPERATIONS ASSISTANT

DEPARTMENT          :        OPERATIONS

REPORTS TO           :        MANAGING DIRECTOR AND OPERATIONS SUPERVISOR

ESSENTIAL DAILY FUNCTIONS AND RESPONSIBILITIES

1. Prepare Daily Worksheets/Schedules

• Ensure that daily targets are maintained, and schedules are adequate
• Log all rescheduled jobs
• Ensure that any outstanding service call is rescheduled
• Ensure that 2^nd services and follow up services are scheduled
• Print relevant Health & Food Safety Report(s) and follow-up to ensure the      receipt of office copy

2. Prepares quotations, proforma invoices and assist with the preparation of tenders

• Ensure that quotations and proforma invoices are prepared and dispatched within 24 hours to 48 hours of receipt of inspection
• Submit inspections to Customer Service Officer to be logged for follow up

3. Assist with the preparation of written correspondence including business letters, reports and inter-office memoranda with respect to Ex-O-Pest Limited

4. Customer Complaints

• Follow through to ensure that action is taken re complaint in a timely manner
• Follow up customer in collaboration with the Customer Service Officer to ensure that the situation has been rectified

5. Update customer files:

• Update Scheduling Manager daily
• Make weekly checks to ensure all new customer accounts are added, existing customer information are updated
• Bring to the Supervisor’s attention on a monthly basis a list of customers who are no longer doing the recommended service rotation
• Update Construction files (hard and soft copies) to reflect foundation & backfill treatments and ensure that copies of quotation, service report, purchase order, invoice & record sheet with chemical use, etc. are also filed on/in same construction files.                         

6. Customer Reports:

• Scan relevant service reports and food & health safety reports daily
• Email the respective clients’ reports are emailed within 24 – 48 hours upon receipt
• Ensure all incomplete reports submitted by the Supervisor are completed by the respective service technicians within 24 – 48 hours            
• File all Service Reports and Food & Health Safety reports daily    

7. Issuing of chemicals for daily worksheet:

• Record and issue chemicals to service techncians daily
• Ensure all chemical returns are logged
• Bring to the Supervisor’s attention any discrepancies with the chemicals
• Ensure all Imaxx Pro packs are written up with customer name, date and quantity and empty packs submitted to the Operation Manager’s office

8. Monitor the Vehicle Tracking System to ensure compliance to Company policy:

• Run report of weekend activity for each vehicle/ driver on Mondays
• Notify Supervisor/Director of any anomalies/deviations

9. Update JAA report with all gas bills received on a daily basis.

• Monitor Advance system to ensure Company balance is adequate at all times.
• Ensure that any usage in excess of vehicle limit is immediately brought to Supervisor’s attention
• Prepare weekly gas analysis which is to be sent to the Accountant for review and payment on Mondays

10. Prepare Stationery Requisitions

• Ensure adequate supplies of all stationery
• Ensure adequate supply of service report books
• Monitor the Department’s email to ensure all requests/queries are actioned

WEEKLY FUNCTIONS AND RESPONSIBILITIES

• Prepare Daily Worksheets
• Prepare daily quotations and service reports
• Issue chemicals for daily schedules
• Update customer accounts in schedular
• Dispatch Food and Health Safety Reports to respective customers
• File Service Reports and Health Food Safety Reports
• Prepare weekly gas analysis and submit for payment

MONTHLY FUNCTIONS AND RESPONSIBILITIES

• Prepare monthly customer report
• Prepare monthly rescheduled analysis report

OTHER DUTIES AND RESPONSIBILITIES

• Assist with the other tasks when the Operations Supervisor and Customer Service Officer are on leave
• Any other duties that may be assigned

LEVEL OF SUPERVISION RECEIVED AND EXERCISED

• Direct supervision by the Operations Supervisor

TARGETS

• Maintain a minimum of 20 jobs daily but try to acquire 25 jobs daily
• Ensure immediate response to all urgent customer requests
• Ensure quotations and pro-forma invoices are dispatched to customers within 24 to 48 hours upon receipt of inspections
• Ensure incomplete reports from service technicians are addressed within 24 to 48 hours upon receipt of reports

KNOWLEDGE, SKILLS AND ABILITIES

• Certificate or Diploma in Supervisory and Operations Management OR
• First degree with certification in Supervisory Management OR
• At least 3 years’ experience in similar position.
• Basic knowledge of accounts.
• Customer-service driven.
• Computer literate, particularly conversant with software programs including Microsoft Word and Excel.
• Excellent inter-personal skills.
• Good oral and written communication skills.
• Has an eye for detail.

EXTENT OF PUBLIC CONTACT

• 100% direct contact with external customers.