Operations Administration Team Manager

Responsibilities

• Provide administration support to the entire Project Operations Department including planning and ensuring the timely execution of various operations support administration duties.

• Manage the project operations processes to attain optimal operational efficiency and policy compliance at all times, including conducting necessary quality audits, training and clarification meetings.

• Contribute towards driving strong customer relationships by focusing on administrative responsiveness and communications as well as on meeting and/or exceeding customer’s expectations.

• Leads, manages, coordinates and directs the administration team in order to support the project operational team whom can then maintain focus on seamless operational execution, profitability and achieving Financial Revenue/GM.

• Supports the business review, revenue/GM outlook forecasting process though collating, data analysis & reporting.

• Ensure that all administrative tasks and data entries as assigned are executed in a timely and accurate manner.

• Prepare and deliver clear performance expectations, performance reviews, coaching and development plans for all operations support administrators.

• Recruit, hire, motivate and retain administration team members to optimize staffing levels.

• Monitor, develop and implement continuous improvement of project operations processes.

• Adapt, enhance and standardize changing administrative process to promote operational efficiency.

• Generate, analyze and interpret financial statistics and other data and produce relevant reports to enable strategic decision making by project team leads/project managers.

• Involve and participate in monthly project review meetings (i.e. Project UBR, WIP, etc.)

• Compile the actual deliveries and ensure that all project operations deliveries are executed, billed and recognized.

• Support the month end closing activities and prepare monthly backlog/GM reports including consolidation and ensure timely reporting of backlog/GM forecasts to finance.

• Provide SAP supports and training (if required) to Operations Administrators, including training for project management & admin. workflow process.

• Attend to various ad-hoc issues/meetings relating to operations administration/SAP/reporting matters.

• Participate in Company and Department CI project to enhance process efficiency and compliance.

• To ensure accuracy of Overtime and Site Duty Claims payout.

• Generate DLP report and monthly submission to DBC finance by MEC "X - 4" for DLP revenue catch-up (if any).

• Quarterly review & updates of DLP/Warranty dates (start & end) in finance's given Warranty report and to update with correct dates in CJ20N SAP system if any changes as informed by PMs.

Skills & knowledge requirements

• High WIP (for CC contracts) and UBR aging (for POC contracts).

• Order and invoice accuracy (and credit notes)

• Day–to-invoice

• Project Management & Admin. process efficiency level

• Customer Satisfaction Index (Quarterly Survey)

• Operations Actual Cost Deliveries (MIGO-ing of vendor’s DO and sub-con’s Claim) for projects.

Experience/qualifications requirements

• Business Administrative Degree or equivalent

• Minimum 5 years of Service Administration experience in a high-pressure, fast paced organization

• Good communication, analytical, organizing,& relationship management skills

• Computer knowledge Microsoft Power Point, Excel and Words

• Must be a pro-active team player and able to lead an administration team

• Ability to multi-task, work irregular hours and under pressure when required

• Knowledge in financial reporting & forecasting