Operations Executive – Service Coordination

JOB DESCRIPTION

Profile: Operations Executive – Service Coordination

Company: iGene Labserve Pvt. Ltd.

Department: Operations / Service Coordination

Position: Operations Executive

Experience: 1–3 Years

Employment Type: Full-Time

Job Nature: Coordination & Data Management

Position Overview : iGene Labserve Pvt. Ltd. is looking for a detail-oriented and organized Operations Executive to manage service operations and coordinate effectively with Service Engineers and the Service Manager.

The primary responsibility of this role will be to maintain service-related data, coordinate service activities, assign tasks to Service Engineers, monitor task completion, and verify service-related expenses and supporting documents.

The candidate should have strong coordination, communication, data management, and follow-up skills.

Key Responsibilities

Service Engineer Coordination

1. Maintain an updated database of all Service Engineers, including their locations, assignments, availability, and ongoing service activities.
2. Coordinate with Service Engineers on a daily basis regarding assigned tasks and customer requirements.
3. Communicate instructions, schedules, and service assignments to Service Engineers.
4. Follow up with engineers regarding task status, customer visits, and completion reports.
5. Maintain records of pending, ongoing, and completed service activities.

Task Allocation & Monitoring

1. Coordinate with the Service Manager to understand service requirements and priorities.
2. Assign service calls and tasks to the appropriate Service Engineer based on location, expertise, availability, and workload.
3. Monitor the progress of assigned tasks and ensure timely completion.
4. Escalate delays, unresolved service issues, or critical customer requirements to the Service Manager.
5. Maintain a daily/weekly task tracker for all Service Engineers.

Data Management & Reporting

1. Maintain accurate and updated service operation records and databases.
2. Prepare daily, weekly, and monthly reports related to service activities.
3. Maintain records of customer visits, service calls, installation, breakdowns, preventive maintenance, and pending cases.
4. Track engineer-wise performance, assigned tasks, completed tasks, and pending activities.
5. Ensure all service-related data is properly documented and readily available when required.

Expense Verification

1. Collect and maintain service-related expense statements submitted by Service Engineers.
2. Verify expenses against supporting documents such as bills, tickets, invoices, and other relevant proofs.
3. Check expenses for accuracy, completeness, and compliance with company policies.
4. Identify discrepancies or missing documents and coordinate with the concerned Service Engineer for clarification/correction.
5. Maintain an engineer-wise expense tracker and submit verified expenses to the concerned department for further processing.
6. Coordinate with Accounts and HR/Admin wherever required regarding service-related expenses.

Internal Coordination

1. Coordinate regularly with the Service Manager, Service Engineers, Accounts, HR, Admin, Logistics, and other relevant departments.
2. Ensure smooth communication between field engineers and the management team.
3. Support the Service Manager in maintaining operational discipline and timely execution of service activities.
4. Follow up on travel requirements, customer schedules, service materials, and other operational requirements as needed.

Candidate Requirements

1. Graduate in any discipline; candidates with a background in Operations, Administration, Business Management, or a related field will be preferred.
2. 1–3 years of experience in operations, service coordination, administration, or a similar role.
3. Good knowledge of MS Excel / Google Sheets and data management.
4. Strong coordination and follow-up skills.
5. Good written and verbal communication skills.
6. Strong attention to detail, particularly while checking data and expenses.
7. Ability to manage multiple tasks and priorities simultaneously.
8. Good organizational and record-keeping skills.
9. Ability to coordinate with field employees and management effectively.
10. Candidates with experience in Service Operations / Field Service Coordination will be preferred.

Key Skills

• Service Engineer Coordination
• Task Allocation & Follow-up
• Data Management
• MS Excel / Google Sheets
• Expense Verification
• Reporting & Documentation
• Team Coordination
• Communication Skills
• Time Management
• Problem Solving
• Attention to Detail