Operations Executive – Service Coordination

About the Role

iGene Labserve Pvt. Ltd. is seeking a meticulous and well-organized Operations Executive to oversee its service operations and facilitate efficient collaboration between Service Engineers and the Service Manager. This full-time position focuses on coordinating service activities, managing data, assigning and monitoring tasks, and verifying related expenses with supporting documentation.

Primary Responsibilities

• Maintain an up-to-date database of Service Engineers including location, assignments, availability, and service activity status.
• Liaise daily with Service Engineers to communicate task assignments and customer needs.
• Track and follow up on task status, customer visits, and completion reports, keeping detailed records of pending, ongoing, and completed services.
• Work closely with the Service Manager to determine service priorities and allocate tasks to engineers based on expertise, location, availability, and workload.
• Monitor task progress to ensure timely completion and escalate issues or delays as necessary.
• Maintain a daily or weekly task tracker for oversight of all engineers' assignments.
• Manage service operation records comprehensively, preparing timely daily, weekly, and monthly reports covering installations, breakdowns, preventive maintenance, and pending work.
• Track individual engineer performance including assigned and completed tasks.
• Gather and verify service-related expense claims against supporting invoices, bills, and other documentation to ensure accuracy and compliance with company policies.
• Resolve discrepancies by coordinating with engineers and maintain an expense tracker, forwarding verified claims to relevant departments.
• Collaborate internally with Service Manager, Accounts, HR, Admin, Logistics and other departments to ensure smooth service operations and communication between field personnel and management.
• Assist the Service Manager in maintaining operational discipline and facilitating all operational requirements including travel and service materials.

Candidate Profile and Requirements

• Graduation in any discipline; preference for candidates with education in Operations, Administration, Business Management, or related fields.
• Between 1 to 3 years of professional experience in operations, service coordination, administration, or similar roles, ideally within service operations or field coordination.
• Proficiency with MS Excel and Google Sheets, especially for data management and reporting.
• Strong communication skills, both verbal and written.
• Excellent coordination and follow-up capabilities.
• High attention to detail, particularly in verifying data and expense records.
• Capability to manage multiple tasks and priorities effectively with sound organization and record-keeping skills.
• Ability to work strategically with both field employees and management teams.

Key Skills

• Service Engineer Coordination
• Task Allocation and Monitoring
• Data Management and Reporting
• Expense Verification and Documentation
• Team and Interdepartmental Coordination
• Time Management
• Problem Solving and Attention to Detail