Operations Coordinator

Position Summary

The Operations Coordinator is responsible for coordinating and supporting the day-to-day operational activities of the Company, ensuring the efficient scheduling and execution of inspection, sampling, surveying, and laboratory services. The role serves as a key liaison between clients, inspectors, surveyors, laboratory personnel, and management to ensure timely service delivery, effective resource allocation, and high levels of customer satisfaction.

Key Responsibilities

Operations Coordination

• Coordinate and schedule inspection, surveying, sampling, and laboratory assignments based on client requirements and operational priorities.
• Allocate inspectors, surveyors, laboratory personnel, vehicles, and equipment to operational activities.
• Monitor ongoing operations to ensure assignments are completed safely, efficiently, and within agreed timelines.
• Maintain operational schedules and ensure proper communication of job assignments to field personnel.
• Provide operational support to inspectors, surveyors, and laboratory staff as required.

Client Coordination

• Act as a primary point of contact for clients regarding operational requests and service delivery.
• Receive, review, and process client job requests and service orders.
• Ensure client requirements are accurately communicated to operational personnel.
• Respond promptly to client inquiries and provide operational updates.
• Maintain strong working relationships with clients and stakeholders.

Reporting & Documentation

• Monitor the timely submission of inspection reports, survey reports, and laboratory results.
• Review operational documentation for completeness and accuracy.
• Maintain operational records, job files, and service documentation.
• Prepare daily, weekly, and monthly operational reports as required by management.
• Ensure compliance with document control procedures and quality requirements.

Resource Management

• Coordinate personnel schedules, shift planning, and manpower utilization.
• Monitor availability of operational equipment, vehicles, and resources.
• Assist in managing operational logistics and transportation requirements.
• Coordinate maintenance schedules for operational equipment when necessary.

Quality, Compliance & HSSE

• Ensure operational activities are conducted in accordance with Company procedures, quality standards, and client requirements.
• Support compliance with ISO 17020, ISO 17025, and other applicable standards.
• Promote adherence to Company Health, Safety, Security, and Environmental (HSSE) policies.
• Report operational incidents, non-conformities, and client complaints to management.
• Assist in implementing corrective and preventive actions where required.

Invoicing & Operational Administration

• Ensure completed jobs are properly documented and submitted for invoicing.
• Verify operational information and supporting documentation required for billing.
• Coordinate with the Finance Department regarding invoicing requirements and client billing inquiries.
• Maintain accurate operational databases and records.

Continuous Improvement

• Identify opportunities to improve operational efficiency and service delivery.
• Support process improvement initiatives and operational best practices.
• Participate in training programs and operational development activities.

Qualifications

• Diploma or Bachelor’s Degree in Business Administration, Logistics, Operations Management, Marine Studies, Petroleum Studies, or a related field.

Experience

• Minimum 3–5 years of experience in operations coordination, logistics, inspection services, laboratory services, or a related field.
• Experience within the oil & gas, petroleum inspection, testing, marine surveying, or logistics industry is preferred.
• Experience coordinating field personnel and client service activities is highly desirable.

Knowledge & Skills

• Strong organizational and coordination skills.
• Ability to manage multiple assignments and priorities simultaneously.
• Excellent communication and customer service skills.
• Good understanding of inspection, laboratory, and operational processes.
• Strong problem-solving and decision-making abilities.
• Proficiency in Microsoft Office applications, particularly Excel and Outlook.
• Experience with ERP systems, operational management systems, or LIMS is an advantage.
• Ability to work effectively under pressure in a fast-paced environment.

Key Competencies

• Planning & Coordination
• Customer Focus
• Communication Skills
• Problem Solving
• Time Management
• Teamwork
• Attention to Detail
• Accountability
• Adaptability
• Operational Excellence

Working Conditions

The position is primarily office-based with regular interaction with clients, inspectors, surveyors, laboratory personnel, and management. The role may require occasional after-hours support, weekend work, and flexibility to meet operational demands.

To apply: Please send your CV to HR.Africa@amspecgroup.com.