JOB SUMMARY
The Operations Admin Supervisor ensures that all business processes are complied with as well as management of daily operations for the operations & maintenance department.
He or she also aids in the management of funds for the entire O&M team, database management, and acts as the Document Controller in relation to ISO.
ADMINISTRATIVE SUPPORT:
ASSIST THE O&M TEAM WITH DAY-TO-DAY ADMINISTRATIVE TASKS SUCH AS FILING, ORGANIZING DOCUMENTS, ANDMANAGING RECORDS.
PREPARE AND ORGANIZE REPORTS, SPREADSHEETS, AND PRESENTATIONS AS REQUIRED BY THE O&M TEAM.
MANAGE INCOMING AND OUTGOING COMMUNICATIONS, INCLUDING EMAILS, CALLS, AND LETTERS RELATED TOO&M ACTIVITIES.
ASSIST IN TRACKING WARRANTIES, EQUIPMENT MANUALS, AND OTHER VITAL DOCUMENTS.? MAINTAIN AND UPDATE ALL
TECHNICAL DOCUMENTATION, CONTRACTS, MAINTENANCE RECORDS, AND PROJECT FILES.
ASSIST ENGINEERS IN GATHERING DATA FOR PERFORMANCE REPORTS, INCLUDING SOLAR SYSTEM MONITORING DATA.
HELP PREPARE COMPLIANCE AND PERFORMANCE REPORTS FOR MANAGEMENT AND EXTERNAL STAKEHOLDERS.
ENSURE THAT ONLY THE LATEST VERSION OF THE QMS DOCUMENTS (SUCH AS QMS MANUAL, POLICIES AND PROCEDURES, PROCESS FLOWCHART AND FORMS) ARE AVAILABLE IN THE NAS QMS.
ENSURE THAT OBSOLETE VERSIONS OF THE QMS DOCUMENTS ARE SECURED AND CANNOT BE ACCESSED BY EMPLOYEES.
PUT THE ASSIGNED DOCUMENT NUMBER AND DOCUMENT CODE IN THE QMS DOCUMENTS.? ENSURE THAT QMS DOCUMENTS FOLLOW THE BUSKOWITZ BRAND GUIDELINES.
SCHEDULING AND COORDINATION:
SCHEDULE AND COORDINATE TEAM MEETINGS, MAINTENANCE ACTIVITIES, AND FIELD VISITS FOR THE O&M ENGINEERS.
MAINTAIN AND UPDATE THE TEAM'S CALENDAR FOR PROJECT TIMELINES, PREVENTIVE MAINTENANCE SCHEDULES, AND OTHER O&M ACTIVITIES.
COORDINATE APPOINTMENTS, DELIVERIES, AND LOGISTICS FOR PARTS AND EQUIPMENT.
SAFETY AND COMPLIANCE:
ENSURE THAT ALL OPERATIONS AND MAINTENANCE ACTIVITIES COMPLY WITH SAFETY STANDARDS AND REGULATORY REQUIREMENTS.
MAINTAIN UP-TO-DATE RECORDS OF SAFETY TRAINING AND CERTIFICATIONS FOR THE OPERATIONS TEAM.
ENSURE COMPLIANCE WITH ISO 9001 STANDARDS BY ASSISTING IN DOCUMENT CONTROL AND MANAGEMENT.INVENTORY MANAGEMENT:
ASSIST WITH SPARE PARTS AND INVENTORY TRACKING, INCLUDING ORGANIZING STOCK RECORDS AND ENSURING TIMELY RESTOCKING.
COORDINATE WITH SUPPLY CHAIN DEPARTMENT, AND WHERE NECESSARY WITH VENDORS AND SUPPLIERS TO PROCURE O&M MATERIALS AND TOOLS.
CUSTOMER SERVICE:
SERVE AS THE PRIMARY POINT OF CONTACT FOR INTERNAL AND EXTERNAL STAKEHOLDERS REGARDING OPERATIONS AND MAINTENANCE INQUIRIES.
ADDRESS AND RESOLVE ANY OPERATIONAL ISSUES OR COMPLAINTS PROMPTLY AND EFFECTIVELY.
FINANCIAL AND BILLING SUPPORT
ASSIST WITH THE PREPARATION OF INVOICES FOR O&M SERVICES AND TRACK PAYMENTS.
PROCESS EXPENSE REPORTS AND HELP MANAGE DEPARTMENT LIQUIDATIONS AND BUDGETS AS NEEDED.
GENERAL OFFICE SUPPORT:
MANAGE OFFICE SUPPLIES, HANDLE OFFICE EQUIPMENT REQUESTS, AND SUPPORT OTHER OFFICE ADMINISTRATION NEEDS.
HANDLE TRAVEL ARRANGEMENTS, HOTEL BOOKINGS, AND TRANSPORTATION FOR THE O&M TEAM AS NECESSARY.
ASSIST IN THE ONBOARDING AND TRAINING OF NEW TEAM MEMBERS.
FOSTER A COLLABORATIVE AND PRODUCTIVE WORK ENVIRONMENT.
QUALIFICATIONS AND EDUCATION REQUIREMENTS
Education
Bachelor's degree or diploma in business administration, management, or related fields preferred
Administrative support in operations & maintenance.
Scheduling and coordinating maintenance tasks.
Budget tracking and cost management.
Record-keeping and reporting (using software tools like Excel, CMMS).
Vendor management and contract administration.
Experience in administrative roles, ideally supporting O&M teams or in facilities management.
Skills:
Excellent organizational and multitasking abilities
Fast learner and worker? Good at time management
Strong written and verbal communication skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
Willing to work long hours to finish emergency work
Attention to detail and accuracy
Strong problem-solving skills and the ability to work under minimal supervision
We Value People Who:
Are a Team player with a proactive and supportive attitude
Strong problem-solving skills and the ability to work under minimal supervision
Can work under pressure
Are very resourceful
Embody the company personality
Care about the company, their co-employees, the quality of our products and services and the value to our customers and shareholders
Are committed to strong work ethics and are constantly striving to excel
Lead by example, giving credit to others for success and assuming personal responsibility for failure
Have a sense of urgency and excitement, demonstrate candor, insight and creativity, and thrive in an environment of change, challenge, and competition
Are top performers and are committed to excellence in whatever they do
Have the ability to exercise good judgment and know when to ask for help
Take initiative with work related and non-work-related concerns
Empathy towards your customers and colleagues
Pride and attention to detail
Have good judgment and initiative to propose ideas in relation to the project or task