The posting
This position will undergo structured on-the-job training to develop practical skills in planning, coordinating, and monitoring daily business operations. The attachment will provide hands-on exposure to operational scheduling, task coordination, documentation, resource planning, customer and supplier coordination, and monitoring of work progress.
The Trainee will also develop practical competencies in Microsoft Office and digital tools, data entry and record management, communication and coordination, operational planning, problem-solving, and monitoring of assigned tasks and timelines. The Trainee’s progress will be monitored through assigned operational tasks, work records, reports, checklists, schedules, and other relevant work outputs.
Specific Responsibilities
1. Plan and coordinate daily operational activities according to business requirements, priorities, and timelines.
2. Monitor daily work progress and follow up on outstanding tasks to ensure activities are completed on schedule.
3. Coordinate with staff, customers, suppliers, contractors, and service providers to support smooth day-to-day operations.
4. Prepare and maintain operational documents, including schedules, checklists, job records, quotations, invoices, delivery records, and other relevant documents.
5. Maintain accurate operational records and databases, including updating information, tracking transactions, and organising company records.
6. Assist with resource and inventory coordination, including monitoring stock levels, arranging supplies, and recording movements of materials or equipment where applicable.
7. Monitor service orders, deliveries, appointments, or work schedules and coordinate follow-ups where required.
8. Prepare basic operational reports and progress updates for management review.
9. Identify routine operational issues and assist in resolving them by following company procedures and escalating matters to the Trainer or management when necessary.
10. Use Microsoft Office and relevant digital tools such as Excel, Word, email, and company systems to support operational and administrative tasks.
11. Assist in improving operational processes by identifying areas where tasks, documentation, scheduling, or coordination can be made more efficient.
12. Maintain proper filing and document organisation to ensure operational information can be retrieved accurately and efficiently.
13. Support customer and supplier communication, including responding to routine enquiries, confirming arrangements, and maintaining follow-up records.
14. Perform other operational and administrative duties assigned by the Trainer in accordance with the company’s business needs.
Technical Skills and Competencies
1. Ability to plan, organise, and coordinate daily operational activities according to business requirements and timelines.
2. Ability to prepare schedules, prioritise tasks, monitor deadlines, and follow up on outstanding activities.
3. Ability to accurately input, update, organise, and maintain operational information and company records.
4. Ability to use Microsoft Excel, Word, and Outlook for preparing documents, maintaining trackers, managing information, and communicating with stakeholders.
5. Ability to maintain trackers, checklists, schedules, and progress records to monitor the status of ongoing tasks and activities.
6. Basic ability to monitor stock, supplies, equipment, and other operational resources and maintain accurate records.
7. Ability to prepare basic operational reports, work summaries, schedules, checklists, and progress updates for management review.
8. Ability to communicate and coordinate with customers, suppliers, contractors, and service providers regarding operational requirements and follow-ups.
9. Ability to identify routine operational issues, gather relevant information, and assist in resolving issues according to established procedures.
10. Ability to use relevant company software, online platforms, spreadsheets, email, and digital record-keeping tools to support daily operations.
11. Ability to follow company procedures, operational guidelines, documentation requirements, and established workflows accurately.
12. Ability to review operational records and information, identify discrepancies or delays, and provide basic updates or observations to the Trainer.
13. Ability to communicate clearly with internal and external parties and maintain proper records of instructions, updates, and follow-up actions.
14. Ability to manage multiple assigned operational tasks systematically and complete them within the required timelines.
