Senior Operations Coordinator

ROLE PURPOSE

The Senior Operations Coordinator is responsible for coordinating, monitoring, and supporting daily production activities across Oil & Gas International's (OGI) operational departments, ensuring efficient workflow management, accurate ERP transactions, timely operational reporting, and effective interdepartmental communication.

The position serves as a central coordination point between Tubular Running Services (TRS), Machine Shop, Pressure Control (BOP), Downhole Tools, Fishing & Jar, Inspection, Supply Chain, Logistics, and other supporting departments. The role involves consolidating daily production updates, monitoring ongoing jobs, coordinating material requirements, preparing operational documentation, maintaining ERP records, and providing accurate production status reports to management.The Senior Operations Coordinator shall be responsible for creating, updating, monitoring, and facilitating the timely closure of Work Orders (WOs), Job Cards, Material Requisitions (MRs), stock transactions, and other operational records within the company's Enterprise Resource Planning (ERP) system. The position also involves coordinating with Supply Chain personnel regarding procurement requirements, supporting Logistics with shipping documentation, and maintaining inspection-related documentation for tubulars, downhole tools, and other oilfield equipment.The role requires strong organizational skills, attention to detail, effective communication, and the ability to manage multiple operational priorities while ensuring compliance with OGI's operational procedures, Quality Management System (QMS), and Health, Safety & Environment (HSE) requirements. The Senior Operations Coordinator is primarily responsible for operational coordination, documentation, reporting, and follow-up. Technical approvals, procurement authorization, and equipment release decisions shall remain with the respective authorized personnel.

KEY RESPONSIBILITIES

1. Production Planning & Coordination

• Coordinate daily production activities across TRS, Machine Shop, Pressure Control, Downhole Tools, Fishing & Jar, and Inspection departments.
• Consolidate daily production updates received from departmental supervisors and designated personnel.
• Monitor ongoing jobs, completed activities, pending requirements, and expected completion dates.
• Maintain a consolidated production schedule covering all operational departments.
• Coordinate with departmental supervisors regarding job priorities, customer commitments, and operational requirements.
• Monitor production, inspection, repair, refurbishment, servicing, and equipment preparation activities.
• Identify potential production delays, scheduling conflicts, material shortages, and operational bottlenecks.
• Follow up with concerned departments regarding pending jobs and outstanding operational requirements.
• Coordinate interdepartmental activities involving multiple operational sections.
• Communicate approved production priorities and management instructions to relevant departments.
• Support the preparation of daily, weekly, and monthly production plans.
• Escalate critical operational delays and unresolved issues to the Operations Manager.

1. ERP & Work Order Management

• Create and maintain Work Orders (WOs) and Job Cards in the company's ERP system.
• Ensure accurate recording of customer details, job descriptions, equipment information, quantities, and operational references.
• Prepare and process Material Requisitions (MRs) against approved job requirements.
• Create and update authorized stock entries, material issues, stock returns, and inventory transactions.
• Monitor open Work Orders and follow up on pending operational requirements.
• Maintain accurate ERP records reflecting job progress and completion status.
• Coordinate with departmental supervisors regarding completed Job Cards and supporting documentation.
• Ensure material consumption and stock movements are accurately recorded against relevant Work Orders.
• Identify incomplete, incorrect, or pending ERP transactions and coordinate necessary corrections.
• Follow up on completed jobs awaiting administrative Work Order closure.
• Maintain proper traceability between Work Orders, Job Cards, material transactions, and supporting records.
• Prepare periodic summaries of open Work Orders, pending Material Requisitions, and outstanding ERP transactions.
• Ensure compliance with ERP procedures, approval workflows, and assigned authorization levels.

1. Supply Chain & Procurement Coordination

• Coordinate with Supply Chain regarding materials, spare parts, consumables, and services required for operational activities.
• Obtain material requirements from departmental supervisors and prepare accurate Material Requisitions.
• Ensure material requests contain appropriate descriptions, specifications, quantities, and required delivery dates.
• Liaise with Supply Chain personnel regarding Purchase Order preparation and procurement status.
• Coordinate with Stores and Inventory personnel to verify stock availability before initiating procurement requests.
• Monitor pending procurement requirements and follow up on expected material delivery dates.
• Communicate material shortages and procurement delays affecting production schedules.
• Maintain a consolidated register of pending Material Requisitions and procurement-related requirements.
• Coordinate with concerned departments regarding material receipt, discrepancies, and revised requirements.
• Support urgent procurement requirements arising from operational priorities.
• Ensure procurement-related documentation is properly maintained and linked to relevant Work Orders.
• Escalate critical procurement delays affecting operational readiness or customer commitments.

1. Logistics & Shipping Documentation

• Coordinate with Logistics regarding equipment dispatch, delivery, collection, and shipping documentation requirements.
• Prepare Commercial Invoices, Packing Lists, and other applicable shipping documents.
• Obtain and verify equipment descriptions, quantities, serial numbers, dimensions, weights, and relevant shipping details.
• Ensure shipping documentation accurately reflects equipment and materials intended for dispatch.
• Coordinate with departmental supervisors regarding equipment readiness and planned delivery dates.
• Support documentation requirements for local deliveries, exports, intercompany transfers, and equipment returns.
• Coordinate with Inspection and Quality personnel regarding required inspection reports and certificates.
• Maintain proper records of shipping documents and associated Work Order references.
• Follow up on outstanding documentation required before equipment dispatch.
• Coordinate corrections or revisions to shipping documents when required.
• Support urgent dispatch requirements through timely documentation preparation.
• Escalate documentation-related delays affecting equipment delivery commitments.

1. Inspection & Quality Documentation

• Prepare, compile, and maintain inspection-related documentation for tubulars, downhole tools, and other oilfield equipment.
• Coordinate with Inspection personnel to obtain completed inspection records and supporting technical information.
• Prepare inspection reports using approved templates and verified inspection data.
• Support documentation activities involving drill pipes, heavy-weight drill pipes, drill collars, fishing tools, jars, and other applicable equipment.
• Ensure equipment descriptions, sizes, connections, serial numbers, quantities, and inspection references are accurately recorded.
• Maintain proper traceability between inspected equipment and corresponding inspection records.
• Verify the completeness of inspection documentation before submission for technical review.
• Coordinate with authorized inspectors regarding missing information or documentation discrepancies.
• Maintain inspection report registers and associated document references.
• Ensure inspection records are linked to relevant Work Orders and Job Cards.
• Follow up on pending inspection reports affecting job completion or equipment delivery.
• Support the preparation of inspection documentation packages for customer submissions.
• Maintain organized inspection records in accordance with company document control requirements.
• Ensure inspection reports are reviewed and approved by authorized personnel before official release.

1. Production Reporting & Performance Monitoring

• Collect and consolidate daily production updates from all operational departments.
• Prepare daily, weekly, and monthly production reports for management review.
• Maintain an updated overview of ongoing, completed, pending, and delayed jobs.
• Track job progress against planned completion dates and customer commitments.
• Identify overdue jobs and communicate outstanding requirements to concerned departments.
• Monitor jobs awaiting materials, inspection, documentation, or other supporting activities.
• Maintain production tracking registers, operational dashboards, and job status reports.
• Ensure consistency between departmental production updates and ERP records.
• Identify recurring delays, documentation gaps, and coordination-related issues.
• Prepare management summaries highlighting critical jobs, operational constraints, and required actions.
• Support management in reviewing departmental production performance.
• Ensure operational reports are accurate, complete, and submitted within agreed timelines.

1. Cross-Functional Communication & Coordination

• Act as a central coordination link between Operations, Inspection, Supply Chain, Logistics, Stores, Quality, and other support departments.
• Facilitate timely communication of operational requirements and job progress between departments.
• Coordinate interdepartmental activities required for production, inspection, equipment preparation, and delivery.
• Communicate approved operational priorities and management instructions to relevant personnel.
• Follow up on outstanding actions arising from operational discussions and management instructions.
• Maintain clear communication regarding job schedules, material requirements, and documentation status.
• Support the resolution of administrative and coordination-related operational bottlenecks.
• Coordinate with technical personnel and support departments regarding pending requirements.
• Assist in organizing operational coordination meetings and preparing action summaries.
• Maintain action trackers identifying responsible personnel, target dates, and completion status.
• Escalate unresolved operational issues to the concerned management personnel.

1. Operational Documentation & Follow-Up

• Maintain organized records of Work Orders, Job Cards, Material Requisitions, stock transactions, inspection reports, and shipping documentation.
• Monitor outstanding Work Orders and follow up on requirements for administrative closure.
• Coordinate with departmental supervisors regarding incomplete Job Cards and missing supporting documents.
• Follow up on pending Material Requisitions, procurement requirements, and stock transactions.
• Ensure equipment serial numbers, quantities, and identification details are accurately recorded.
• Maintain proper document traceability between ERP transactions, operational records, and customer requirements.
• Maintain electronic filing systems in accordance with company document control procedures.
• Monitor pending approvals and documentation-related action items.
• Support internal and external audits by providing relevant operational records.
• Identify documentation discrepancies and coordinate necessary corrections.
• Ensure completed operational documents are properly filed and accessible for future reference.
• Support timely administrative closure of completed jobs.

1. Inventory & Stock Coordination

• Coordinate with Stores and Inventory personnel regarding material availability and stock movement requirements.
• Support authorized stock receipt, issue, return, and transfer transactions.
• Ensure accurate recording of inventory transactions in the ERP system.
• Verify item descriptions, stock codes, quantities, and equipment identification details.
• Coordinate material consumption records against relevant Work Orders.
• Follow up on pending stock entries and incomplete inventory transactions.
• Support periodic inventory verification and stock reconciliation activities.
• Identify discrepancies between physical inventory records and ERP transactions.
• Coordinate corrective documentation and authorized stock adjustments.
• Maintain proper traceability of operational materials and equipment movements.

1. Management Support & Operational Follow-Up

• Support the Operations In-charge in monitoring daily operational commitments and priorities.
• Maintain visibility of critical jobs requiring management attention.
• Prepare operational summaries highlighting pending actions, delays, and outstanding requirements.
• Follow up on specific operational activities and action items assigned by management.
• Coordinate information required for operational reviews and management meetings.
• Identify recurring coordination issues and recommend improvements to existing workflows.
• Support the implementation of approved operational process improvements.
• Assist with urgent operational requirements involving multiple departments.
• Escalate critical operational issues through the appropriate reporting channels.
• Perform other reasonable operational coordination responsibilities assigned by Management.

1. HSE & QMS Compliance

• Comply with OGI HSE policies, QMS requirements, and approved operational procedures.
• Maintain operational documentation in accordance with applicable QMS and document control requirements.
• Report identified documentation non-conformances and procedural deviations.
• Coordinate with Quality personnel regarding corrective actions involving operational records.
• Support internal and external audits by providing required documentation.
• Maintain confidentiality and integrity of operational and customer information.
• Participate in required HSE and QMS training programs.
• Report unsafe conditions, incidents, and near misses observed during operational activities.
• Support timely closure of assigned audit observations and corrective actions.
• Ensure technical documentation and ERP records are not modified without appropriate authorization.

KEY PERFORMANCE INDICATORS (KPIs)

Production Planning & Coordination KPIs

• Timely consolidation of daily departmental production updates.
• Accuracy and completeness of production schedules and reports.
• Effective monitoring of ongoing and pending jobs.
• Timely identification and escalation of operational delays.
• Reduction in avoidable coordination-related delays.

ERP & Work Order Management KPIs

• Accuracy of Work Orders, Job Cards, and ERP transactions.
• Timely creation and updating of operational records.
• Reduction in incomplete or incorrect ERP entries.
• Timely administrative closure of completed Work Orders.
• Compliance with ERP procedures and approval workflows.

Supply Chain Coordination KPIs

• Timely preparation and submission of Material Requisitions.
• Accuracy of procurement-related documentation.
• Effective follow-up on pending material requirements.
• Timely communication of material shortages and procurement delays.
• Reduction in production delays caused by incomplete material documentation.

Logistics Documentation KPIs

• Timely preparation of Commercial Invoices and Packing Lists.
• Accuracy of equipment descriptions, quantities, and serial numbers.
• Reduction in shipping documentation errors.
• Timely availability of supporting dispatch documentation.

POSITION COMPETENCIES

Technical Competencies

• Strong knowledge of operational coordination and production planning within an industrial or oilfield service environment.
• Practical understanding of workshop operations, equipment servicing, inspection, repair, and refurbishment workflows.
• Familiarity with TRS, Machine Shop, Pressure Control, Downhole Tools, Fishing & Jar, and Inspection activities.
• Proficiency in ERP systems and operational transaction management.
• Ability to create and manage Work Orders, Job Cards, Material Requisitions, and stock transactions.
• Knowledge of procurement processes, inventory management, and material requisition workflows.
• Ability to prepare Commercial Invoices, Packing Lists, and supporting shipping documentation.
• Familiarity with inspection documentation for tubulars and downhole tools.
• Understanding of equipment identification and serial number traceability requirements.
• Advanced proficiency in Microsoft Excel for production tracking, reporting, and data consolidation.
• Proficiency in Microsoft Word, Outlook, and other standard office applications.
• Ability to prepare structured operational reports and management summaries.
• Understanding of document control and QMS requirements.
• Strong administrative coordination and data management skills.

QUALIFICATIONS & EXPERIENCE

• Bachelor's Degree or Diploma in Business Administration, Operations Management, Supply Chain Management, Mechanical Engineering, Industrial Engineering, or a related discipline.
• Minimum 5–7 years of relevant experience in operations coordination, production planning, workshop administration, or industrial operations support.
• Experience in an Oil & Gas, oilfield services, equipment maintenance, manufacturing, or industrial workshop environment is preferred.
• Demonstrated experience coordinating multiple operational departments.
• Practical experience in ERP-based Work Order and Job Card management.
• Experience preparing Material Requisitions and coordinating procurement requirements.
• Knowledge of inventory transactions, stock movement records, and material management.
• Experience preparing Commercial Invoices, Packing Lists, and supporting logistics documentation.
• Familiarity with inspection documentation and equipment traceability requirements.
• Experience preparing daily production reports and management summaries.
• Strong proficiency in Microsoft Excel, including formulas, data analysis, filtering, and reporting.
• Ability to maintain structured operational trackers and reporting registers.
• Strong written and verbal communication skills in English.
• Ability to interpret basic technical equipment descriptions, specifications, and operational documents.
• Previous experience in a senior coordination or operational administration role is preferred.

Preferred Certifications

· ERP System Training – Preferred.

· Production Planning & Control Training – Advantage.

· Supply Chain & Procurement Fundamentals – Advantage.

· Inventory & Warehouse Management Training – Advantage.

· Advanced Microsoft Excel Training – Preferred.

· Document Control & Records Management Training – Preferred.

· ISO 9001 Quality Management System Awareness – Preferred.

· Oilfield Equipment Familiarization Training – Advantage.

· Logistics & Shipping Documentation Training – Advantage.

· HSE Awareness Training – Required.

Work Location: In person