Senior Business Operations Specialist

Job Overview

• The Business Support Specialist plays a pivotal role in ensuring the seamless execution of ongoing projects within the Retail Engineering and Network Development Groups. This entails providing technical and administrative support, validating contractor/vendor billing documents, consolidating various reports, monitoring service station assets, and supporting business operations for their assigned district.
• The ideal candidate will possess excellent communication skills, with the ability to effectively collaborate with cross-functional teams, contractors, and external stakeholders. Strong analytical and problem-solving skills are essential for this role, as well as the ability to work under pressure and meet deadlines.
• This position requires a high level of organizational skill, with the ability to manage multiple tasks simultaneously, prioritize responsibilities, and maintain accurate records.
• A key responsibility of this role is to prepare and submit consolidated reports on plans, equipment, facilities, maintenance & repair data, asset-ledger reconciliation, group budget monitoring, and other reportorial requirements.
• The Business Support Specialist will also be responsible for receiving and processing invoices for REND groups, reviewing document entries for completeness and correctness before forwarding to Cost Control Analysts.
• Additionally, this role involves coordinating local bidding requirements for projects amounting to MP 20.0 to MP 50.0, ensuring proper documentation and monitoring of Contract Waivers.
• The ideal candidate should have experience working with project management tools, strong attention to detail, and the ability to adapt to changing priorities and workflows.
• Other key responsibilities include creating and monitoring shopping carts for projects above MP 50.0, communicating and coordinating with contractors regarding billing issues, discrepancies, and concerns, and preparing and routing CEOR (Customer Equipment Order and Receipt) to General Accounting and monitoring the booking at PEL for reconciliation of assets and financial data.
• This role also entails overseeing asset recovery and AUC/Asset number requests for New Build, Major Rehab projects of DCG and all CAPEX projects of the M&R groups, tracking and updating Service Station Equipment and monitoring the AMU/AUC status, and preparing and tracking PETR for ongoing and completed projects.
• A successful Business Support Specialist will be able to provide exceptional support to the team, ensure compliance with regulatory requirements, and contribute to the development and implementation of business strategies.

Key Responsibilities:

• Administrative and Business Support:
  • Prepare and submit consolidated reports on plans, equipment, facilities, maintenance & repair data, asset-ledger reconciliation, group budget monitoring, and other reportorial requirements.
  • Receive and process invoices for REND groups, reviewing document entries for completeness and correctness before forwarding to Cost Control Analysts.
  • Coordinate local bidding requirements for projects amounting to MP 20.0 to MP 50.0, ensuring proper documentation and monitoring of Contract Waivers.
  • Create and monitor shopping carts for projects above MP 50.0, coordinating with procurement and preparing Preventive Maintenance Shopping Carts.
  • Communicate and coordinate with contractors regarding billing issues, discrepancies, and concerns.
  • Prepare and route CEOR (Customer Equipment Order and Receipt) to General Accounting and monitor the booking at PEL for reconciliation of assets and financial data.
  • Oversee asset recovery and AUC/Asset number requests for New Build, Major Rehab projects of DCG and all CAPEX projects of the M&R groups.
  • Track and update Service Station Equipment and monitor the AMU/AUC status.
  • Prepare and track PETR for ongoing and completed projects.
  • Consolidate updates of Design and Construction Group projects and programs, including M&R Projects and Programs Monitoring, CAPEX/OPEX, CMNDP, CMDP, Sustainability Projects, ESG Projects, and Divestment.
  • Ensure proper Insurance Declarations are filed and assets are monitored and maintained effectively.
  • Consolidate Sustainability Monitoring initiatives, ensuring compliance with environmental and operational standards.
  • Receive, verify, and validate billing documents for M&R and Preventive Maintenance activities, ensuring accuracy and completeness.
• Coordination with M&R/DCG and External Stakeholders:
  • Regularly engage with M&R and DCG personnel for project updates, bidding processes, and asset management.
  • Manage relationships and ensure effective communication with contractors for project progress, billing validation, and document submission.
  • Compile Weekly M&R & DCG Highlights and consolidate and report them into National Weekly Highlights for upper management review.
• Reports and Monitoring:
  • Regularly monitor and report on the group budget, ensuring all expenses align with the approved financial plans.
  • Monitor the status of CAPEX and OPEX, CMNDP and M&R/DCG Projects, preparing FCA as needed.
  • Consolidate Typhoon Damage Reports for review and monitoring, reporting ASAP and submitting at least twice a day during calamity.
  • Ensure that all Master Files (including SSE profile, vendor, project, and contractor data) are updated regularly.
  • Prepare reports for internal and external stakeholders, including MOR (Monthly Operational Reviews) with districts and other performance evaluations.
  • Review and align Preventive Maintenance (PM) Contracts with changing operational requirements and updated project scope upon contract renewal.
• System Management and Closeout Tasks:
  • Assist in the PETR Closeout and ensure that all necessary documentation is completed and archived.
  • Maintain an up-to-date SSE Profile Database, ensuring all service stations are properly documented for future use.
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