Optimum Infranet LLP (the India office of Optimum Technologies, Australia) is looking for an organised Admin Executive cum Scheduler to support our growing Zirakpur team.
Key Responsibilities
- Build and publish the daily and weekly job schedule for each crew, grouped by suburb to cut travel time.
- Book appointments with building managers, strata and residents; confirm access, keys and parking 24 hours ahead.
- Send crews their run sheet each morning (Melbourne time): addresses, contacts, NTD counts, access notes.
- Reschedule same day when access fails, a crew is short, or the client changes priority.
- Keep the work order system (Colobbo) and schedule in sync with job status.
Crew coordination
- Be the first contact for crews during their shift by phone, WhatsApp and email.
- Track crew availability, leave and vehicle/tool allocation.
- Escalate safety incidents,
site issues and missed jobs to the Operations Manager straight away.
Job records
- Check each closed job has photos and artefacts uploaded by NTD and saved in the correct iCloud job folder.
- Chase crews for missing photos or notes the same day.
- Hand completed jobs to the BOQ & Billing team with a complete record.
Administration
- Manage the shared inbox, client and building manager correspondence.
- Prepare onboarding paperwork for current contractors and Indian staff (offer letters, handover forms).