Operations Executive

Roles and responsibilities

1. Process Optimization:

• Analyze Operational Efficiency: Assess existing operational processes, identify inefficiencies, and implement improvements to streamline workflows, reduce costs, and improve overall productivity.
• Process Development and Improvement: Develop and document operational procedures and workflows to ensure consistency and clarity. Continuously improve processes based on feedback, industry standards, and emerging best practices.
• Automation and Technology: Implement and manage tools and systems (e.g., ERP, CRM) that help automate and streamline operations, enhancing efficiency and reducing manual effort.

2. Project Management:

• Oversee Operational Projects: Manage and coordinate projects that impact the business's operations, including product launches, system upgrades, or new process implementations.
• Timelines and Deadlines: Ensure that operational projects are completed on time, within scope, and in accordance with business requirements.
• Collaboration: Work closely with other departments (e.g., finance, marketing, sales) to ensure that operational goals are aligned with overall business objectives.

3. Supply Chain and Inventory Management:

• Supply Chain Coordination: Oversee the supply chain process, from sourcing raw materials or products to delivery, ensuring that all stages run smoothly and meet timelines.
• Inventory Control: Monitor stock levels, ensuring that inventory is maintained at optimal levels. Address any issues related to overstocking, understocking, or product shortages.
• Vendor Management: Establish and maintain relationships with suppliers and vendors, ensuring that they meet performance standards in terms of quality, price, and delivery timelines.

4. Cost Control and Budget Management:

• Monitor Operating Costs: Track operational expenses to ensure they align with budgetary constraints and financial goals.
• Cost Reduction: Identify and implement cost-saving measures without compromising on quality or customer satisfaction. This could involve renegotiating supplier contracts, optimizing workflows, or reducing waste.
• Budget Preparation and Monitoring: Assist in preparing operational budgets, and monitor spending to ensure the business stays within budget.

5. Team and Staff Management:

• Team Leadership: Supervise, train, and mentor operational staff. This may involve recruiting, onboarding, and evaluating employee performance.
• Performance Monitoring: Track key performance indicators (KPIs) to ensure that operational goals are being met. Implement corrective actions if necessary.
• Staff Scheduling: Organize staffing schedules to ensure the right people are in place for day-to-day operations, addressing absenteeism or peak demand periods.

6. Customer Service and Satisfaction:

• Customer Satisfaction Monitoring: Ensure that customer service levels are maintained and that operational processes are aligned with customer expectations.
• Issue Resolution: Address any operational issues or customer complaints promptly to maintain positive relationships and enhance service quality.
• Quality Control: Oversee the quality of products or services delivered to ensure that they meet customer and regulatory standards.

7. Compliance and Risk Management:

• Regulatory Compliance: Ensure that operations are compliant with local, national, and international regulations, including health and safety standards, environmental regulations, and industry-specific guidelines.
• Risk Management: Identify operational risks (e.g., supply chain disruptions, financial risks) and develop strategies to mitigate these risks.

8. Reporting and Documentation:

• Operational Reporting: Prepare and present reports on key operational metrics (e.g., production output, customer satisfaction, inventory levels) to senior management.
• Documentation and Record Keeping: Maintain accurate records of operational processes, projects, contracts, and employee performance for compliance and auditing purposes.

Desired candidate profile

• The primary focus of the role will be to support sales by planning, organizing, and implementing operational systems that enable seamless back-office services. Responsible for office functions, developing office procedures, organizing, and coordinating operations to ensure organizational effectiveness and efficiency.
  

What you will do:

• Support sales by planning, organizing, and implementing operational systems that enable seamless back-office services.
• Responsible for office functions, developing office procedures, organizing, and coordinating operations to ensure organizational effectiveness and efficiency.
• Collaborate with cross-functional teams for SAP and other systems requirements/change, implementation, and training based on business requirements.
• Proactive approach and response to day-to-day administrative and sales support requests which include but are not limited to new car outbound activities, used car purchases and trade activities.
• Provide analytic report and data management.
• In-charge of onboarding completion for new associates such as IT requirements, uniform, induction programme, etc.
  

Required Skills to be successful:

• Knowledge of SAP.
• Experience with administration operations management.
• Coordination and analytical skills.
• Communication skills.
  

About the team:

• The role reports to Operations Manager and will interact with internal and external stakeholders.
  

What equips you for the role:

• Bachelor’s Degree in Business Administration.
• 3 - 5 years knowledge in Administrative Operations Management practices and procedure.
• Proficiency in MS Office (Word/ Excel/ PowerPoint/ MS Projects/ SAP) Power BI.
• Knowledge in Human Resources Management and Finance is a plus.