Operation Incharge

THE SHINE REFLECTO

Job Position: Office Operations Coordinator

Department: Operations

Location: Pune Office

Reporting to: Operations Head / Management

Employment Type: Full-time

Job Purpose

Plan, track and monitor daily operations across TSR’s client properties from the office. Coordinate with site supervisors, team leaders and support departments to ensure adequate manpower, timely material availability, planned service delivery and prompt complaint resolution.

The role covers marble care, maintenance and polishing, carpet shampooing, and upholstery cleaning services.

Key Responsibilities

1. Daily Operations Monitoring

• Conduct daily follow-ups with site supervisors and team leaders.
• Verify attendance, deployment, absenteeism and replacement arrangements.
• Track planned versus completed work and record pending tasks.
• Follow up on uniform, grooming and site-readiness concerns.

1. Work Planning and Scheduling

• Prepare daily, weekly and monthly work schedules with the operations team.
• Coordinate manpower, machines and materials for AMC services and additional work.
• Maintain a city-wise calendar for inspections, supervisor visits and scheduled services.
• Track deadlines and flag delays before they affect clients.

1. Complaint and Follow-up Management

• Maintain a central register of complaints, requests and operational issues.
• Record the responsible person, corrective action and target completion date.
• Follow up until completion and obtain supporting evidence or client confirmation where applicable.
• Escalate urgent, repeated or overdue issues to management.

1. Material and Equipment Coordination

• Track site requirements, stock availability, purchase requests and deliveries.
• Follow up with purchase and stores teams to prevent shortages.
• Monitor equipment breakdowns, repair status and replacement needs.
• Maintain records of material and machine movements, including gate passes and acknowledgements.

1. Quality and Inspection Tracking

• Schedule weekly supervisor visits and follow up on visit reports.
• Coordinate monthly quality inspections and area-wise gloss readings where applicable.
• Collect service reports, photographs, inspection findings and client feedback.
• Track corrective actions until closure.

1. Team Coordination

• Organise daily briefings with team leaders.
• Schedule city-wise team review calls every 15 days.
• Record meeting decisions, assign follow-ups and monitor completion.
• Coordinate with HR, purchase, accounts and operations to resolve site requirements.

1. Reporting and Documentation
2. 
   

• Maintain accurate attendance, complaint, material, inspection and follow-up trackers.
• Submit a daily operations summary highlighting shortages, complaints, breakdowns and pending decisions.
• Prepare weekly progress reports and monthly property-wise performance summaries.
• Coordinate timely collection of service reports and supporting documents for billing.

Required Skills and Experience

• Preferably 2–4 years of experience in operations coordination, facility management, housekeeping or service delivery.
• Working knowledge of Excel, email, calendars and digital trackers.
• Strong planning, follow-up, communication and documentation skills.
• Ability to coordinate multiple properties and teams across cities.
• Comfortable communicating in Hindi and English.
• Knowledge of stone care or cleaning services is an advantage.

Performance Measures

• Timely identification and escalation of manpower shortages.
• Completion of planned work and inspections within agreed timelines.
• Complaint closure within agreed deadlines, supported by verification.
• Timely material delivery and equipment repair follow-ups.
• Accurate, updated trackers and on-time management reports.
• Reduction in overdue tasks and recurring operational issues.

Authority and Accountability

The coordinator is responsible for tracking every operational issue through to verified closure. Site supervisors remain responsible for on-site execution. Purchases, additional manpower, expenditure and client commitments require approval from the authorised manager.

Role Expectation: Maintain a clear view of every site’s operational status, anticipate requirements and ensure each pending task has an owner, deadline and confirmed outcome.