الوصف الوظيفي
Administrative Support:Office and Operations Coordination:Oversee the day-to-day administrative tasks to support the operations team.Maintain office supplies and equipment, ensuring that all operational materials are stocked and readily available.Handle communication related to operations, including phone calls, emails, and correspondence.Organize meetings and events for the operations team, ensuring all logistics are in place.Prepare and manage schedules, appointments, and travel arrangements for the operations department.Document and Record Management:Maintain organized records of all operational documents, including contracts, invoices, purchase orders, and reports.Assist with the preparation and filing of key operational documents.Ensure that records are up-to-date, accurate, and accessible to relevant stakeholders.Ensure compliance with internal and external document retention policies.Data Entry and Reporting:Enter data into various operational systems or databases, ensuring accuracy and timeliness.Prepare and update operational reports, such as inventory levels, performance metrics, and status updates on ongoing projects.Assist with creating and presenting regular reports for senior management, highlighting key performance indicators (KPIs) and operational efficiency.Expense and Budget Management:Track operational expenses and assist in managing the departmental budget.Process invoices and assist in managing vendor relationships.Help with preparing and reviewing cost reports to identify areas for cost savings or improvements.Operational Support:Workflow Optimization:Assist in identifying inefficiencies or bottlenecks in operations and suggest improvements or optimizations.Support the implementation of new operational procedures or systems.Assist with maintaining and updating operational manuals and SOPs (Standard Operating Procedures).Inventory and Resource Management:Help monitor and track inventory levels, ensuring that necessary materials and equipment are available for daily operations.Coordinate with vendors and suppliers to ensure timely delivery of resources.Assist in managing inventory systems, including reconciling stock levels, placing orders, and ensuring materials are appropriately stored.Task Coordination and Scheduling:Coordinate the scheduling of work or tasks across the operations team to ensure timely completion.Monitor the progress of operational tasks and projects, following up to ensure deadlines are met.Liaise with various departments to ensure all operational needs are being addressed in a timely and efficient manner.Communication and Collaboration:Cross-Department Coordination:Serve as the primary point of contact between the operations team and other departments (e.g., HR, Finance, Logistics).Facilitate communication between team members, management, and external vendors or clients.Ensure that relevant stakeholders are informed of operational changes or updates.Customer and Vendor Relations:Assist with managing vendor relationships and ensuring that contractual agreements are adhered to.Handle customer inquiries related to operations, providing timely and accurate information as needed.Support for Management:Management of Operational Projects:Assist the operations manager or director with various projects, including tracking timelines, resources, and deliverables.Help organize and coordinate resources for large-scale operational projects or initiatives.Prepare presentations, meeting agendas, and reports for senior management.Problem-Solving:Assist in identifying issues affecting the operations team and help implement solutions.Provide troubleshooting support when operational issues arise, escalating more complex problems as needed.
