Operations Client Coordinator (Full-Time)

About the role
TheOperations Client Coordinator (OCC) is a full time position in the Operations Department and has a key role insupport and preparation AsiaMotions' events, especially on the direction towards the Clients.The OCCmanages communication with clients and works with the operations' managers and staff to ensure completion of administrativetasks and preparationtasks in aiding theevents operations. The communication and delegation of information and tasks from this position is also important to be efficient and seamlessin order to maintain relationship and build trust with clients.
We are looking for a new member who has a great interest in this field of Adventure and Outdoor education, a self-driven team player. The position requires high sense of ownership, accountability, independence and professionalism in customer service. TheOCC will work alongsidethe Operations team, Operations Delivery team and report toOperation Office Manager, supporting AsiaMotions in all aspects of event organization.
Main responsibilities
Communications with Clients & program presentations:
Manage, initiate and take care of communications with Clients on a full cycle.
Schedule the meetings with Clients and prepare trip documents/ or other relevant documents for meetings.
Attend meetings with Business Development Director/ or Operation Director & take minutes in meetings.
Transfer/ or delegate information to the respective person in charge.
Represent AsiaMotions and present the programs to Clients (including teachers, parents and students).
In charge of Inspection in term of:
Creating inspection plan
Organizing the inspection including all on-site logistics
Accompanying on site inspections and making inspection reports
Documents management & company's server organization
Be responsible for creating templates,update log and forms and operation documents
Sort out and manage template, documents, files, folders on companyserver, make sure they are in right categories/location.
Be able to help team members navigate location of documents
Support on event preparation & operation
Prepare event folder for each event
Prepareevent documents and handoverto the Operations team
Tracking on event process and document filling from event folder
Feedback, Reportand Improvement
Collect and keep track for all internal feedbacks related to the programs, staff, organization.
Collect and keep track on external communication as Incident reports, Satisfaction surveys, inspection reports.
Analyze all operations feedback, communication and report to Operation Office Manager.
Share with Operation Delivery team for improvement.
Assist with onboarding processes for staff in the Operations Department in term of:
Preparing reading materials & company standards/policy.
Helping team member to get familiar with company server, and how to use forms and templates.