Operations Executive

Job Title: Operations Executive
Reporting to: Associate Director - Operations

Job Summary:
The Operations Coordinator is responsible for managing the daily operational tasks and ensuring the smooth execution of projects related to kitchen production, client interactions, showroom activities, generating reports, and internal team coordination. This role involves monitoring production timelines, addressing any issues during installation, and ensuring the efficient flow of operations between various teams, vendors, and the factory. The position also supports the Associate Director - Operations in team training, process improvement, and client/vendor management.

Key Responsibilities:

Operational Management:
1. Oversee the progress of ongoing kitchen design and production tasks.
2. Prioritize design and production timelines based on client and showroom requirements.
3. Regularly follow up on production timelines and dispatch schedules for kitchens.
4. Resolve issues related to material or transit damage during installation and coordinate with the relevant teams for timely solutions.
5. Approve quotations and manage colour customization requests within the team.
6. Ensure smooth kitchen dispatch operations, coordinating with the team and franchisees via email or direct communication.

Monthly Reporting:
1. Compile and prepare monthly reports for various departments, including production status, client interactions, and showroom activities.
2. Analyze operational data to identify trends and areas for improvement.
3. Present findings to the Associate Director and relevant teams to support informed decision-making.

Client & Vendor Coordination:
1. Review and approve client and showroom quotations.
2. Manage and approve the discount structure for franchise clients.
3. Track monthly revenue and closures for franchise clients, ensuring timely payment reminders are issued.
4. Cross-check deal amounts with the accounts data sheet to ensure consistency.
5. Coordinate with vendors to ensure the timely delivery of materials and accessories.
6. Support product cost analysis and pricing strategies.

Process Improvement & Documentation:
1. Create and implement new formats, processes, and procedures to improve operational efficiency.
2. Maintain and organize operational documentation and databases for future reference.
3. Ensure that all relevant operational information is accessible and up-to-date for team members.

Support to Associate Director - Operations:
1. Assist with email communication, messaging franchisees, and coordinating internal communications.
2. Schedule and attend meetings with the Associate Director, creating meeting minutes (MOM) and tracking action items.
3. Take daily notes, send reminders, and follow up on ongoing tasks and projects.
4. Visit the factory and showroom locations regularly to ensure operations are aligned with company goals and standards.

Skills and Qualifications:
• Strong organizational and multitasking abilities.
• Excellent communication skills, both written and verbal.
• Ability to effectively train and develop team members.
• High attention to detail and problem-solving skills.
• Strong time management and task prioritization skills.
• Experience working with vendors and resolving product-related issues.
• Ability to manage conflicts and disruptions during production and installation.

Work Environment & Additional Information:
• This position requires regular visits to the factory and showroom to monitor operational progress.
• The ideal candidate should be proactive, detail-oriented, and capable of working in a dynamic and fast-paced environment.

The Operations Coordinator plays a crucial role in managing day-to-day operations, ensuring the timely completion of projects, and supporting team training and development. The successful candidate will be a proactive problem solver with excellent organizational skills, capable of working efficiently within a team and maintaining strong relationships with clients, vendors, and internal departments.