Chief Operations Officer

Job Description: Administration & Operations Manager — Pre-Sales & Post-Sales

Role Objective

Manage daily client intake, administrative operations, and coordination between sales and service teams. Ensure every customer enquiry, service requirement, and follow-up is recorded, assigned, monitored, and completed on time.

Key Responsibilities

• Client reception: Attend to new and existing clients visiting or contacting the dealership. Collect accurate contact details, village/location, machine details, and requirements.
• Pre-sales coordination: Record enquiries, assign them to the concerned sales team, and follow up on progress, customer commitments, bookings, and deliveries.
• Post-sales coordination: Understand customers’ tractor and agricultural implement maintenance requirements. Coordinate service requests, complaints, repairs, and pending work with the concerned team.
• Scheduled service: Maintain machine-wise service schedules, remind customers when service is due, and track completion with the service team.
• Workflow management: Establish and monitor workflows from enquiry to delivery and from service request to closure. Identify delays and escalate unresolved matters.
• Records and reporting: Maintain accurate customer, sales, service, and follow-up records. Provide timely data and daily status reports whenever required.
• Daily task control: Maintain a daily task list and pending-work register, assign follow-up dates, and ensure no customer commitment or routine task is overlooked.
• Internal coordination: Report to the proprietor and designated sales, service, and accounts managers. Coordinate instructions from multiple reporting authorities, clarify priorities, and communicate progress.

Candidate Requirements & Work Expectations

• Serious, responsible, and committed to the assignment, with strong ownership of daily work.
• Good communication, organisation, record-keeping, and follow-up skills.
• Comfortable using computers, spreadsheets, and CRM systems.
• Willing to learn tractor and agricultural implement service requirements.
• Maintain strict confidentiality of customer information, business records, pricing, and internal matters.
• Demonstrate honesty, professionalism, respectful behaviour, and strong work ethics.
• Maintain punctuality and regular attendance. Plan leave responsibly, avoid unnecessary absences, and provide proper handover of pending tasks.
• Follow instructions carefully, report issues promptly, and pursue assigned work through to completion.

Performance will be assessed on: accuracy of records, timely follow-ups, completion of daily tasks, service-schedule adherence, customer handling, and quality of reporting.