Back Office Coordinator

Job Profile: Office & Site Operations Executive Role Summary: Coordinates daily office administrative tasks (sales calling, maintenance logging) with field-level execution (site labor planning, material dispatch). Key Responsibility: Acts as the central communication hub to maximize labor productivity, maintain fleet/equipment readiness, and support the sales pipeline. Daily Operational Process Flow A successful executive follows a structured daily timeline to ensure no gaps between office planning and site work. 1. Morning Shift: Dispatch & Field Coordination (08:00 AM – 10:30 AM) Labor Attendance: Verify site labor attendance, log check-in times, and note any absenteeism. Site Allocation: Deploy labor teams to specific site zones based on the previous day’s plan. Tool & Axle Inspection: Ensure operators complete a quick morning check of vehicle axles, machinery, and safety gear before work begins. 2. Mid-Day Shift: Office Sales & Fleet Maintenance (10:30 AM – 03:30 PM) Sales Calling: Execute telephonic outreach to prospects, follow up on quotes, and update the sales pipeline CRM. Axle & Equipment Maintenance Scheduling: Review maintenance logs. Coordinate routine grease-lubrication, alignment checks, and breakdown repairs for heavy-duty axles and site machinery. Data Entry: Document morning site progress, fuel consumption, and labor hours into master Excel sheets. 3. Evening Shift: Planning & Reporting (03:30 PM – 06:00 PM) Site Progress Review: Collect daily work completion reports from site supervisors. Next-Day Labor Planning: Create the tomorrow-plan, assigning specific labor counts to pending site tasks. Management Reporting: Compile daily sales call summaries and equipment maintenance updates for upper management. Detailed Job Work Breakdowns 📞 Sales Calling Process Lead Generation & Nurturing: Call warm leads, introduce company services/products, and qualify prospective clients. Follow-ups: Contact existing clients regarding ongoing project quotes, pending invoices, or feedback. CRM Documentation: Strictly log call outcomes, scheduled callbacks, and client requirements. 🚛 Axle & Equipment Maintenance Process Preventative Scheduling: Maintain a strict calendar for wheel alignment, bearing lubrication, and structural inspections of site vehicle axles. Breakdown Coordination: Act as the primary contact for mechanics or third-party service vendors when site machinery fails. Inventory Tracking: Monitor spare parts stock (seals, bearings, grease) to minimize equipment downtime. 👷 Site Labor Planning Process Resource Allocation: Match the skill sets of available labor (skilled, semi-skilled, loaders) to the exact requirements of active site tasks. Productivity Tracking: Measure daily output against targets to identify bottlenecks or idle labor. Safety Compliance: Verify that all planned site work adheres to basic safety protocols, including mandatory personal protective equipment (PPE).