Operations Assistant (Fire Protection Company)

Operations Assistant (Fire Protection Company) – Job Scope

1. Administration & Documentation

• Prepare service reports, quotations, and job completion documents
• Maintain accurate records of client contracts, equipment, and service history
• Perform filing, data entry, and system updates related to operations

1. Communication, Customer Service & Payment Follow-up

• Handle client enquiries and coordinate with internal teams for prompt resolution
• Follow up on outstanding invoices and liaise with clients on payment status
• Coordinate with accounts team to ensure timely collection of payments
• Support customer satisfaction by ensuring smooth scheduling, coordination, and follow-ups

1. Scheduling & Coordination

• Plan and schedule daily and weekly assignments for technicians and project teams
• Coordinate service, maintenance, and installation appointments with clients
• Monitor job progress and provide timely updates to management

1. Contract Renewal & Client Support

• Track contract expiry dates and prepare renewal (re-contract) documentation
• Liaise with clients on contract renewals and follow up on confirmations
• Support the team in preparing proposals for recurring maintenance contracts

1. Operational Support

• Ensure compliance with company procedures, safety standards, and regulatory requirements
• Provide administrative and operational support to the Head of Operations and team