Operations Manager

Contract Streamline Human Resources Budget Control Graphics Publications

General Purpose - Management and overall responsibility of HYTORC Office Administration and operations, to control and oversee the overall administration operations.

Main Duties:

Organize the office operations and procedures –
- correspondence is controlled
- filing systems designed and maintained
- supply requisitions renewed
- clerical functions designed and monitor to suit the growth and direction of the business
Ensure and manage office efficiency is maintained by carrying out regular administrative audits
Coordinate with IT Director all office equipment and contracts
Preparing and implementing new processes and procedures to drive administration are warehouse efficiency

Assistance to sales teams (Sales Manager, Territory Agents, Inside Sales, and PEG) – report production, review of statistics, assist with sales initiatives and incentives
Direct sales enquiries to the appropriate person within HYTORCs response times – telephone / email
Coordinate vendor set up – maintain portals / client approvals
Remain updated of technical and professional knowledge by joining educational workshop, joining professional associations, reviewing industry publications
Responsible for in country insurances are compliant and up to date coordinated with cover HQ
Sales Tender and Customer Qualification survey project management and coordination

Service:

Oversee the development of the service dept, supervision of Country Service Manager
Identify opportunities to improve service processes, streamline workflows, and enhance efficiency, and department growth
Works with all departments to identify processes and workflows to enhance efficiency and revenue growth, coverage of service in the region

Financial

Agent and Employee commission analysis and sign off after Bookkeeper generation

Project Management of special assignments
Payroll – review annual leave, sick leave, deductions for accurate payroll submission to 3rd party reconcile to NL accounts
Hire Fleet Management, YE stock count organization and management, with quarterly stock reviews
Monitor and maintain sufficient stock levels for the trend of the business – spare parts / rental / sale – quarterly reviews, and assessment
Determine current trends and provide a review to management to act upon

Supervisory Responsibilities

Administration employee workload management – provide daily guidance, motivation to drive maximum performance.
Warehouse / Stores workload management – provide daily guidance and targets
Assist administration team with planning and targeting day to day workload, problem solving assist team in reviewing alternatives
Schedule, prepare and conduct regular performance reviews of your team, including adhoc auditing of process
Ensure top performance of in-country operations personnel by providing them with comprehensive training and coaching with positive guidance

Health & Safety

Initiate and manage the regular work health safety monthly meetings
Target the team to maintain a safe working environment to remain compliant
Review results and communicate the results and the desired changes
Organise and participate in biannual internal audits with published results to the team
Organise and coordinate the employee safety training to remain complaint with in country regulations

ISO Quality Assurance 9001: 2015

Ensure HYTORC remain compliant
Internal Audit in accordance with QMS schedule
Manage and coordinate the external audits
Instigate and coordinate the management meetings and administration
KPI tracking – prepare / review and evaluate

Human Resources

Coordinate and organise with line managers probation reviews / annual reviews
Coordinate with line managers performance management – record keeping.
Evaluate and manage staff performance
Assist in recruiting employees, providing orientation and guidance to line managers
Create and execute departmental and individual goals/targets

Exhibitions