Operations Executive

We are seeking a highly organized, detail-oriented Project and Operations Coordinator to support our operations, project management, office administration, and field teams. This role will play a critical part in ensuring seamless coordination across departments, maintaining project schedules, supporting hiring processes, managing CRM data, maintaining SOP documentation, and assisting with supply chain needs.The ideal candidate thrives in a dynamic environment, takes initiative, and ensures tasks move forward accurately and efficiently.

Key Responsibilities:Project Support:

• Assist in the creation and updating of project schedules and tracking workbooks.
• Generate and format change orders for estimating and project teams.
• Create client folders for booked jobs, including Crew Lead summaries and photo/documentation management.
• Organize and finalize Close-out Packages for completed projects.
• Maintain accurate work and paint records, receipts, and documentation.
• Summarize daily Crew Lead reports and compile Lessons Learned reports for completed projects.

Operations Coordination:

• Maintain and update Standard Operating Procedures (SOPs), including formatting and polishing drafts into official documents.
• Organize lift inspections and arrange equipment rentals when necessary.
• Coordinate meetings, team check-ins, and maintain internal calendars.
• Manage work orders, monitor deadlines, and ensure timely project completion.
• Support hiring activities: assist with screening candidates, setting up interviews, sending employment offers via Collage HR, and onboarding tasks.
• Update weekly scoreboards and KPI dashboards.

Office and Administrative Duties:

• Enter new contacts, leads, and quotes into the CRM and maintain real-time updates on opportunities (booked, pending, lost, etc.).
• Create new jobs in Vericlock (time tracking system) for field operations.
• Organize and track new credit card arrangements and update drivers on vehicle policies when necessary.
• Manage invoicing and billing processes accurately and in a timely manner.
• Support marketing efforts with CRM updates, email campaigns, automated follow-ups, and client feedback/testimonial collection.

Shop and Supply Management:

• Collect daily supply and paint orders from Crew Leads and coordinate orders with vendors like Sherwin-Williams.
• Manage and organize supply deliveries, ensuring timely arrival at job sites.
• Enter and track receipts for supply orders and job costs.

Qualifications:

• Bachelors degree preferred (Business Administration, Operations, Project Management, or related field).
• 2+ years of experience in administrative support, project coordination, or operations (real estate, construction, or field service industry experience is a plus).
• Strong organizational, time management, and multitasking skills.
• Excellent communication skills (written and verbal).
• Proficiency with CRM systems, project management tools, and Microsoft Office Suite (Excel, Word, Outlook).
• Ability to work independently and collaboratively across departments.
• Strong attention to detail and problem-solving skills.
• Positive attitude, proactive mindset, and commitment to continuous improvement.

Job Type: Part-time

Pay: Up to Rs70,000.00 per month

Expected hours: 25 per week

Application Question(s):

• How many years of experience do you have in project coordination, operations, or administrative support?
• Are you proficient with CRM systems (such as HubSpot, Salesforce, Zoho, etc.)?
• Which project management or scheduling tools have you used before?
• Are you comfortable working in the shift of 6 PM to 11 PM On-site ?
• What is your expected Salary ?
• Do you have experience with SOP creation, documentation, or process management?

Experience:

• Microsoft Excel and Word: 3 years (Preferred)

Language:

• English (Preferred)

Location:

• Lahore Gulberg Colony (Preferred)

Work Location: In person