Executive - Service Coordinator

Company Context

Role Details

Team Deputation and Workshop Readiness

• Ensure service-team documentation is ready, including passports, vaccination records, police clearance certificates, NED passes, CDCs, and technical documents.
• Audit material inward and outward processes before store processing begins.
• Inspect incoming materials and coordinate RECON, REMAN, and CORE parts documentation and closure.
• Prepare toolkits and travel kits with the store in-charge and required site documents.
• Track workshop and site tool inventory and coordinate returns after jobs are completed.
• Raise weekly review reports and procurement requisitions for damaged or lost tools.
• Track expiry dates for BOSIET, NED passes, police clearance certificates, medical certificates, and similar documents.

Travel, Visa, and Logistics

• Plan and calendar end-to-end travel and logistics for service-team deputation.
• Coordinate ticketing, visas, residency documents, passes, permits, and related travel requirements in advance.

Service Team and Workshop Support

• Support workshop activities, machining, consumable procurement, and vendor arrangements.
• Conduct tool audits and follow up on damaged-tool replacements.
• Check calibration status of measuring tools and lifting and shifting gear.
• Ensure quality management and safety instructions are followed and raise red flags with the Manager.
• Participate in workshop 5S and maintain safety and project status boards.
• Ensure workshop equipment remains operational.

Knowledge and Experience

• Two to three years of service logistics or coordination experience in a service industry, including logistics and tool kitting for deputation.
• Experience with multi-country travel and visa booking, including insurance, foreign currency, accommodation, and time-zone considerations.
• Ability to internalize procedures, review service purchase orders, and anticipate threats to speed and cost.

Skills and Behaviours

• Good verbal and written English communication.
• Attention to detail in handling information, documents, people, and coordination channels.
• A problem-solving mindset with the ability to implement solutions.
• A delivery-focused mindset for daily outcomes, timelines, and challenging jobs.
• Commitment to learning, continuous improvement, and excellence.
• Ability to handle tactful situations with logic and empathy.