Back Office Operation Manager

Job Purpose

We are seeking an experienced and highly organized Operations Manager to oversee the coordination, workflow, and daily administration of our elevator company. In this role, you will not have direct hands-on technical responsibilities. Instead, your primary mission is to ensure all service, maintenance, repair, and installation tasks run smoothly, on schedule, and are perfectly coordinated across our field and office teams.

Key Responsibilities

Workflow Coordination & Scheduling

• Dispatch Routing: Oversee the efficient scheduling and daily dispatching of technicians for routine maintenance and emergency callbacks.

• Task Tracking: Monitor ongoing field tasks to ensure jobs are completed on time and within scope.

• Resource Optimization: Coordinate the deployment of manpower to balance workloads and maximize daily productivity. [1]

Logistics & Material Management

• Inventory Liaison: Coordinate with the warehouse team to ensure parts and tools are ready for scheduled jobs.

• Vendor Coordination: Manage relationships with suppliers to track orders and ensure timely delivery of materials to job sites.

• Permit Tracking: Oversee the timely submission and tracking of city permits, inspections, and regulatory paperwork.

Client & Communication Management

• Service Liaison: Act as the primary point of contact for clients regarding job status updates, scheduling delays, or service inquiries.

• Interdepartmental Bridge: Ensure clear communication channels between sales, field technicians, safety officers, and upper management.

• Escalation Handling: Resolve client scheduling conflicts or service complaints quickly to maintain high customer satisfaction.

Performance & Administration

• KPI Monitoring: Track operational metrics, including response times, job completion rates, and callback frequencies.

• Reporting: Prepare weekly and monthly operational reports for senior leadership outlining completed tasks and workflow bottlenecks.

• Documentation: Ensure all service tickets, digital job logs, and customer records are accurate and filed correctly.

• It is a Full Time Back Office / Data Entry job for candidates with 6 months - 3 years of experience.