– MIS & Office Coordinator (Service & Projects)

Role purpose The MIS & Office Coordinator keeps the Service & Project team's daily records accurate and up to date. The role prepares daily reports, maintains registers for site complaints and spares, and supports the manager with presentations and spares offers. All work is done from the office, mainly in MS Excel and PowerPoint.

Key responsibilities

Daily attendance report (Excel) – Record daily attendance of all Service & Project engineers and technicians.

- Track present, leave, site deputation and absence.
- Share the report with the manager by a fixed time each day.
- Prepare a monthly attendance summary for HR and payroll.

Daily activity report (Excel) – Collect and compile each engineer's daily work updates.
- Capture site name, customer, work done, hours and pending points.
- Follow up with engineers who have not submitted their update.
- Flag delays or open issues to the manager.

Site complaint register (Excel) – Log every customer or site complaint as it comes in.
- Record complaint number, date, customer, site, equipment, issue and assigned engineer.
- Update status until closure and track response and closure time.
- Highlight complaints that stay open beyond the agreed time.

Spares movement register (Excel) – Record all spares issued, returned and transferred.
- Capture part number, description, quantity, from/to location, engineer and date.
- Reconcile the register with physical stock and store records.
- Alert the manager when spares fall below minimum level.





Warranty spares register (Excel) – Track spares supplied or replaced under warranty.
- Record customer, equipment serial number, warranty period, part replaced and date.
- Track return of defective parts and warranty claims with the OEM or supplier.
- Follow up on pending claims and replacements.

Meeting presentations (PowerPoint) – Prepare presentations for review and customer meetings.
- Turn report data into clear charts and summaries.
- Cover attendance, activity, complaints and spares status.
- Prepare meeting notes and track action points if required.

Spares offers – Prepare quotations for spares on customer request.
- Collect part details, prices, taxes and delivery terms.
- Draft the offer in the company format for manager approval.
- Keep a log of offers sent and follow up on their status.

Qualifications & skills

Education: Graduate in any discipline (B.Com, BBA, BSc or equivalent). A diploma in engineering is an advantage.

Required skills:

- Strong MS Excel: formulas, VLOOKUP/XLOOKUP, pivot tables, filters and basic charts
- Positive MS PowerPoint and Word skills
- Clear written and spoken English; local language is an advantage
- Accuracy and attention to detail with data
- Ability to follow up with field engineers firmly and politely
- Good time management to meet daily report deadlines

Preferred:

- Experience in a service, project or engineering company
- Basic knowledge of spares, inventory or warranty processes
- Familiarity with ERP software (Tally, SAP or similar)

📌 MIS & Office Co-Ordinator (Roorkee)
🏢 Taurian MPS
📍 Roorkee