Admin Assistant Coordinator
Job Summary
The Technician Administrator supports the Service Department by coordinating schedules, monitoring field technicians, and managing documentation. This role ensures service requests meet KPIs and timelines while maintaining accurate operational records. It requires strong organizational, analytical, and communication skills to facilitate efficient service operations.
Responsibilities
- Coordinate technician schedules and service monitoring.
- Manage service documentation and claim submissions.
- Prepare performance reports and meeting presentations.
- Handle data entry and records in Kintone/OBM systems.
Required Skills
- Diploma in Business Administration.
- 2+ years administrative experience.
- Microsoft Office proficiency.
- Analytical and problem-solving skills.
- Strong communication and presentation.
Job Details
DUTIES & RESPONSIBILITIES
1. Service Monitoring and Technician Administration
- Monitor and evaluate PM and Fresh calls weekly against KPIs to ensure compliance with service standards.
- Communicate PM and Fresh calls reports to the Service team.
- Manage Field Technicians’ work schedules, progress, attendance, and service completion status.
- Ensure Fresh Calls are attended within stipulated response times (Before 12:00 PM: same day; After 12:00 PM: next working day).
- Follow up on pending jobs, overdue requests, and incomplete work orders to minimize delays.
- Monitor Preventive Maintenance (PM) activities to ensure full area coverage before monthly deadlines.
- Perform periodic data cleansing and update service coverage areas.
- Maintain technicians’ daily job sheets and supporting documents.
- Provide administrative support to technicians for claim forms and other needs.
2. Monthly Meeting Coordination
- Prepare presentation slides and reports for the Service Team’s monthly performance meetings.
- Coordinate meetings to evaluate performance, address operational issues, and identify improvements.
- Monitor service response performance and compliance with KPIs.
3. Reporting, Claims & Documentation
- Monitor and validate job completion for accurate and timely claim submissions.
- Prepare and update daily service reports including call volume, assignments, and job status.
- Compile and analyze service data for management reporting.
- Maintain filing systems for reporting, audit, and reference.
- Process weekly spare parts claim entries in the OBM system and maintain invoice records.
- Manage cannibalization of used spare parts via excel tracking and internal pricing validation.
- Maintain and update the machine listing database and generate reports for management review.
4. Administrative & Customer Related Support
- Maintain dealer and OBC customer records in the designated database.
- Manage order processing in the Kintone system for machine exchanges, upgrades, installations, and IWB requests.
- Perform general administrative duties including filing, data entry, document preparation, scanning, and photocopying.
- Execute ad-hoc tasks as assigned by Management.
REQUIREMENTS
- Diploma in Business Administration or relevant field.
- Minimum 2 years of experience in an administration position.
- Proficiency in Microsoft Office.
- Excellent written and verbal communication skills.
- Strong presentation and analytical capabilities.
- Meticulous with attention to detail and strong problem-solving skills.
- Self-disciplined, confident, and able to work independently.