Back Office Coordinator

Job Profile: Office & Site Operations Executive

• Role Summary: Coordinates daily office administrative tasks (sales calling, maintenance logging) with field-level execution (site labor planning, material dispatch).
• Key Responsibility: Acts as the central communication hub to maximize labor productivity, maintain fleet/equipment readiness, and support the sales pipeline.

Daily Operational Process Flow

A successful executive follows a structured daily timeline to ensure no gaps between office planning and site work.

1. Morning Shift: Dispatch & Field Coordination (08:00 AM – 10:30 AM)

• Labor Attendance: Verify site labor attendance, log check-in times, and note any absenteeism.
• Site Allocation: Deploy labor teams to specific site zones based on the previous day’s plan.
• Tool & Axle Inspection: Ensure operators complete a quick morning check of vehicle axles, machinery, and safety gear before work begins.

2. Mid-Day Shift: Office Sales & Fleet Maintenance (10:30 AM – 03:30 PM)

• Sales Calling: Execute telephonic outreach to prospects, follow up on quotes, and update the sales pipeline CRM.
• Axle & Equipment Maintenance Scheduling: Review maintenance logs. Coordinate routine grease-lubrication, alignment checks, and breakdown repairs for heavy-duty axles and site machinery.
• Data Entry: Document morning site progress, fuel consumption, and labor hours into master Excel sheets.

3. Evening Shift: Planning & Reporting (03:30 PM – 06:00 PM)

• Site Progress Review: Collect daily work completion reports from site supervisors.
• Next-Day Labor Planning: Create the tomorrow-plan, assigning specific labor counts to pending site tasks.
• Management Reporting: Compile daily sales call summaries and equipment maintenance updates for upper management.

Detailed Job Work Breakdowns

📞 Sales Calling Process

• Lead Generation & Nurturing: Call warm leads, introduce company services/products, and qualify prospective clients.
• Follow-ups: Contact existing clients regarding ongoing project quotes, pending invoices, or feedback.
• CRM Documentation: Strictly log call outcomes, scheduled callbacks, and client requirements.

🚛 Axle & Equipment Maintenance Process

• Preventative Scheduling: Maintain a strict calendar for wheel alignment, bearing lubrication, and structural inspections of site vehicle axles.
• Breakdown Coordination: Act as the primary contact for mechanics or third-party service vendors when site machinery fails.
• Inventory Tracking: Monitor spare parts stock (seals, bearings, grease) to minimize equipment downtime.

👷 Site Labor Planning Process

• Resource Allocation: Match the skill sets of available labor (skilled, semi-skilled, loaders) to the exact requirements of active site tasks.
• Productivity Tracking: Measure daily output against targets to identify bottlenecks or idle labor.
• Safety Compliance: Verify that all planned site work adheres to basic safety protocols, including mandatory personal protective equipment (PPE).