The Role
Coordinates operational work orders, vendors, service documentation, invoices, compliance tracking, and reporting. The role follows up on aging work orders, verifies completion records, supports invoice resolution with Accounts Payable and Procurement, maintains vendor information, monitors service KPIs, prepares dashboards, and escalates recurring issues. It requires strong Excel, coordination, follow-up, stakeholder management, and organizational skills, with ERP or CMMS experience advantageous.
Summary Generated by Built In
We are looking for an organized and proactive Operations Services Coordinator to support operational work orders, vendor coordination, service documentation, invoice processing, compliance tracking, and operational reporting. The role will act as a coordination point between Site Operations, Procurement, Accounts Payable, and external suppliers to ensure work orders are completed, properly documented, invoices are supported, and open issues are followed up and closed on time.
The ideal candidate should have strong coordination and follow-up skills, good knowledge of MS Excel and reporting, and the ability to manage multiple stakeholders, vendors, and operational activities independently.
Key Responsibilities:
- Manage and track operational work orders from assignment through completion and final closure.
- Monitor open, aging, and overdue work orders and follow up with relevant teams and vendors.
- Verify work order completion and ensure all required documentation and approvals are available.
- Coordinate with suppliers regarding pending work, service updates, corrective actions, and deliverables.
- Maintain updated vendor contacts, communication records, and escalation details.
- Ensure suppliers submit service reports and follow up on missing or delayed documentation.
- Coordinate with Site Operations and vendors to resolve incomplete or inaccurate service documentation.
- Support invoice processing by ensuring completed work orders have the required supporting documents.
- Track invoice aging, payment status, discrepancies, and unresolved disputes.
- Coordinate with Accounts Payable, Procurement, Site Operations, and suppliers to resolve invoice-related issues.
- Prepare and maintain weekly and monthly operational reports, dashboards, and scorecards.
- Track vendor response time, work order completion, service-report compliance, and other performance metrics.
- Identify recurring vendor or site-level issues and escalate them to the appropriate stakeholders.
- Support vendor performance reviews and prepare data for periodic business reviews.
- Monitor site-level compliance with established processes, SOPs, documentation requirements, and service timelines.
- Maintain accurate operational records and ensure timely escalation and closure of pending actions.
Requirements
- Bachelor's degree or equivalent qualification preferred.
- 2–5 years of experience in operations coordination, vendor management, facilities coordination, procurement support, work order management, or service administration.
- Strong hands-on knowledge of MS Excel, including tracking, reconciliation, reporting, and data analysis.
- Experience in vendor coordination and cross-functional stakeholder management.
- Good understanding of invoice workflows and Accounts Payable coordination.
- Experience preparing MIS reports, dashboards, KPIs, or vendor performance reports.
- Strong organizational and time-management skills.
- Excellent follow-up and communication skills.
- Ability to identify discrepancies, track exceptions, and ensure timely resolution.
- Strong attention to detail and accuracy.
- Ability to work independently and manage multiple tasks and deadlines.
- Good judgment to resolve routine issues and escalate critical or unresolved matters appropriately.
- Experience with ERP, CMMS, or other work order management systems will be an advantage.
- Experience in data center, critical infrastructure, facilities management, or procurement operations will be an added advantage.
Skills Required
- Bachelor's degree or equivalent qualification
- 2-5 years of experience in operations coordination, vendor management, facilities coordination, procurement support, work order management, or service administration
- Strong hands-on knowledge of Microsoft Excel, including tracking, reconciliation, reporting, and data analysis
- Experience in vendor coordination and cross-functional stakeholder management
- Understanding of invoice workflows and Accounts Payable coordination
- Experience preparing MIS reports, dashboards, KPIs, or vendor performance reports
- Strong organizational and time-management skills
- Excellent follow-up and communication skills
- Ability to identify discrepancies, track exceptions, and ensure timely resolution
- Strong attention to detail and accuracy
- Ability to work independently and manage multiple tasks and deadlines
- Good judgment to resolve routine issues and escalate critical or unresolved matters appropriately
- Experience with ERP, CMMS, or other work order management systems
- Experience in data center, critical infrastructure, facilities management, or procurement operations
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The Company
What We Do
Cynosure Corporate Solutions is a human capital services company focused on helping clients align their people strategy with business goals. Its offerings include executive search, recruitment, training, temporary staffing, statutory compliance, and other HR-aligned services. The company says it works to understand client objectives and connect human-resource planning with those objectives, supporting organizations’ workforce needs through tailored talent and employment solutions.
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