| Detail | For this role |
|---|---|
| Department | Operations |
| Level | Entry level |
| Reports to | Operations Manager |
| Direct reports | None |
| Experience | 1 to 3 years in coordination, customer service or operations support |
Operations Coordinator job description template
Copy this job description, replace the text in square brackets and post it on your careers page or a job portal.
Job title: Operations Coordinator
Department: Operations
Reports to: Operations Manager
Location: [City], [office, branch or site]
About the role
An Operations Coordinator keeps work moving between teams, vendors and customers by scheduling jobs, sharing updates and chasing whatever is holding a task up. The role books resources such as vehicles, equipment or outside staff, keeps the job tracker current, informs requesters of changes and raises delays to the operations manager. A good coordinator always knows the status of every open job and who owns the next step.
Key responsibilities
- Schedule daily jobs, deliveries or activities across teams and vendors based on priorities set by the operations manager.
- Book resources such as vehicles, equipment, rooms or outside staff, and confirm them a day in advance.
- Keep the job tracker current with status, owner and next step for every open item.
- Follow up with internal teams and vendors on overdue tasks, and escalate blockers on the same day.
- Inform customers or internal requesters of schedule changes, delays and completion.
- Collect completion documents such as signed delivery notes, service reports or checklists, and file them.
- Coordinate purchase requests and vendor bills for operations with procurement and accounts.
- Prepare daily status summaries and meeting notes for the operations manager.
- Maintain contact lists, rate cards and vendor details used by the operations team.
Requirements
- Graduate in any discipline
- Good spoken and written English and Hindi or the local language
- Working knowledge of Excel or Google Sheets
- 1 to 3 years in coordination, customer service or operations support
KRAs and KPIs for a Operations Coordinator
Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.
| Key result area | How to measure it |
|---|---|
| Schedule adherence | At least 95 percent of scheduled jobs started on the planned date |
| Tracker accuracy | Job tracker updated by end of day with no entry stale for more than 2 days |
| Requester communication | Requesters informed of every delay before the committed time |
| Completion documents | Completion documents filed for every closed job within 2 days |
| Vendor bills | Vendor bills sent to accounts with approvals within 5 working days |
Skills and tools
Tools used day to day: Google Sheets or MS Excel, Email and WhatsApp for business, Shared scheduling calendar, Job management or ticketing tool, Phone.
Reporting line and career path
Next roles: Operations Executive, Senior Operations Executive, Project Coordinator
Interview questions for a Operations Coordinator
- Two urgent jobs need the only available vehicle at the same time. How do you decide?
- How do you keep a tracker current when updates arrive by phone, email and chat?
- A vendor keeps saying the work will be done tomorrow. What do you do?
- How would you tell a customer their job will be two days late?
- What would your end-of-day summary for the operations manager include?
- Tell me about a day when you handled several deadlines at once.
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What does an operations coordinator do?
An operations coordinator schedules jobs and resources, keeps a tracker of every open task, follows up with teams and vendors on delays, updates customers or internal requesters, collects completion documents and prepares daily summaries for the operations manager. The role is the communication hub of an operations team.
What is the difference between an operations coordinator and an operations executive?
An operations executive processes the team's core work against daily targets. An operations coordinator makes sure work across several people and vendors happens in the right order and on time, and keeps everyone informed. The coordinator's output is a smooth schedule rather than processed cases.
What skills does an operations coordinator need?
Coordinators need scheduling sense, a well-kept tracker, clear email and phone communication and firm but polite follow-up. Excel or Google Sheets skills are expected. The ability to juggle several urgent requests without losing track of any is what separates good coordinators from average ones.