Operations Administration Team Manager
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)
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.
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