Operations Coordinator

*** Please include your resume and a cover letter with the number 1001 and your name as the subject header. Outline your relevant experience and qualifications to be considered for an interview. Failure to comply will result in automatic rejection of your application. ***


Job Title: Operations Coordinator

Job Code: 1001

Employment Type: Full-time – Independent Contract

Work Schedule: Day Shift, 9 AM - 5 PM PHT (Monday - Friday)

Location: Remote



Job Summary

The Operations Coordinator is responsible for coordinating and managing the assignment of client assignments within the company’s workflow system, ensuring efficiency and adherence to deadlines. This role involves assigning client assignments to documenters, maintaining accurate records, and optimizing scheduling based on availability and priority. Additionally, this position requires strong managerial skills to oversee performance metrics (KPIs) for assigned staff, ensuring accountability and continuous improvement. The Operations Coordinator plays a vital role in ensuring smooth case processing, timely completion of documentation, and overall operational success.



Key Responsibilities

1. Case Assignment & Scheduling

a. Review and assign client assignments based on availability and priority.
b. Ensure each case is allocated to an appropriate documenter.
c. Cross-reference proposed start dates with documenter schedules.
d. Adjust schedules as needed to meet deadlines and operational efficiency.

2. Database Management

a. Update case status in Airtable, ensuring all records are accurate.
b. Maintain and track documenters’ schedules, workload, and availability.
c. Monitor case progress and follow up on any pending assignments.

3. Communication & Coordination

a. Liaise with documenters to confirm case assignments and deadlines.
b. Communicate scheduling updates and changes to relevant stakeholders.
c. Address any scheduling conflicts and resolve issues proactively.

4. Deadline & Performance Management

a. Identify cases with strict deadlines and prioritize accordingly.
b. Adjust documenters’ schedules to meet urgent requests.
c. Ensure that all assigned cases progress according to the established timeline.
d. Track and report Key Performance Indicators (KPIs) for documenters to assess productivity and efficiency.
e. Provide feedback and performance improvement strategies for assigned staff.

5. Process Improvement & Compliance

a. Adhere to Standard Operating Procedures (SOP) for assignment management.
b. Provide recommendations for improving scheduling efficiency.
c. Ensure compliance with company policies and reporting requirements.



Qualifications & Experience

Required:

-Bachelor's degree in Business Administration, Operations Management, or a related field (preferred but not required).
-2+ years of experience in scheduling, operations coordination, or administrative support.
-Experience in managing Key Performance Indicators (KPIs) and performance tracking.
-Proficiency in scheduling tools such as Airtable, SharePoint, or similar platforms.
-Strong organizational skills with the ability to multitask effectively.
-Excellent communication skills, both verbal and written.
-Ability to work independently and collaboratively in a fast-paced environment.
-Strong attention to detail and problem-solving skills.

Preferred:

-Experience in assignment management or document processing.
-Familiarity with project management tools.
-Understanding of workflow optimization.



Skills & Competencies

-Strong communication skills
-High level of organizational skills
-Time management and deadline prioritization
-Proficiency in Airtable, SharePoint, and scheduling tools
-Problem-solving and adaptability
-Ability to manage and analyze KPIs for team performance



*** Please include your resume and a cover letter with the number 1001 and your name as the subject header. Outline your relevant experience and qualifications to be considered for an interview. Failure to comply will result in automatic rejection of your application. ***