Operations Coordinator

The incumbent is responsible for managing administrative requirements needed for the efficient functioning of the Operations Business Unit as well as providing comprehensive support to the CPO and the Operations Departmental Managers.

Position Summary:

The incumbent, as the Operations Coordinator plays a critical role in supporting the Chief Production Officer (CPO), department and team, within the Operations Business Unit. Reporting directly to the Chief Production Officer, this position involves a combination of technical documentation and administrative duties, plant audits and inspections, reporting, managing databases and facilitating communication across cross functional teams, aimed at ensuring the highest standards in all aspects of our operations.

Duties & Responsibilities: applies to the Operations Business Unit (Engineering, Production & Warehouse)

• Provides administrative assistance to the Chief Production Officer and perform administrative functions such as developing, maintaining and/or monitoring of Operations databases and google sheets, prepare routine reports as well as development of SOPs and checklists;
• Auditing of all Operations Business Unit electronic and physical records and databases to ensure all are accurate and maintained up to date.
• Auditing of the Operations Business Unit departmental overtime, training, vacation, leave and tardiness records to ensure accurate, maintained up to date and corrective actions identified and implemented;
• Prepare and disseminates meeting minutes (with 48 hours), OPLs, overtime requests (where required), reports, memorandums, letters, drafting contracts, purchase requisitions, payment vouchers, presentations and correspondence with the Ops team, cross functional team, suppliers and contractors.
• Reviews quotes, quote comparisons, overtime requests, private job requests and ensures accuracy before submitting to the CFO/COO for approval (on behalf of the OBU).
• Assists with identifying, compiling and verifying KPI data required for the operation’s monthly departmental reports.
• Review and verifies the accuracy of data submitted in Ops Departmental Monthly reports.
• Auditing and ensuring timely update of databases required to be updated by Ops Departments for the cross functional teams e.g. training, non-conformances, NFR, Items for Disposition etc.
• Source and liaise with contractors, suppliers and service providers (both foreign and local) to obtain quotes and negotiating pricing for assigned projects and equipment as required.
• Planning and organizing of employee training, team building and recognition events, both internally and offsite;
• Monitoring and ensuring accurate recording of Operations Business Unit Budget actuals, reviewing of GLs and investigating variances. Assists with preparing annual budgets.
• Conducts / leads scheduled plant audits, walk-throughs and inspections, records findings and monitors to ensure corrective actions are executed.
• Preparation of quote comparisons and planning of projects (preparing scopes, Gantt charts, quote comparisons) as directed.
• Follow up with the Operations team on outstanding reports including but not limited to monthly reports, NFRs, Incident Reports, Shift reports, Stock Sheets, Planning, Inventory and training updates.
• Reviewing stock sheets, inventory procedures and Aging reports for accuracy, variance and adherence to stock rotation protocols for all materials and products.
• Collect and analyse historical data to develop information and reports required by the Ops Business Unit.
• Ensure that all operations activities are carried out in a timely and efficient manner.
• Manage day-to-day operations tasks, such as scheduling, logistics, and staff management.
• Develop and maintain operational processes and workflows to ensure that resources are used efficiently.
• Identify and address operational problems and inefficiencies, report these to the CPO and suggest solutions.
• Manage inventory levels and ensure that any shortages are addressed in a timely manner to avoid any disruption in workflows.
• Consistently promote high standards through personal example & roll out through the team, so that each member of the team understands the standards & behaviours expected of them.
• Conforms to all established departmental and company policies, procedures and objectives, GMPs, food safety and HSE site protocols;
• Train to act as an alternate for positions within the Operations Business Unit.
• Lead and/or represent in meetings in the absence of and as directed by the CPO.
• Undergo any job-related training required by the company;
• Performs other related tasks and responsibilities as required by the CPO.

Knowledge, Skills & Experience:

• Degree in Engineering, Management, Logistics or related field preferred;
• 1-2 years’ experience in a manufacturing company;
• Proficiency in database management, maintenance software and MS Office applications (Excel, Word, PowerPoint)
• Time management skills and the ability to delegate
• Excellent leadership and organizational skills
• Strong communication and interpersonal skills
• Strong organizational skills with the ability to manage multiple tasks and prioritize effectively
• Time management skills and able to work independently to meet objectives
• Strong attention to detail and accuracy in reporting, record-keeping and documentation

Technical Competencies Required:
o Critical Thinking: Using logic and reasoning to identify the strengths and weaknesses of alternative solutions,
conclusions or approaches to problems.
o Oral and Written Communication: The ability to communicate information and ideas in speaking so others will
understand both verbally and on paper
o Stress Management: The ability to keep functioning effectively when under pressure and maintain self-control in
the face of hostility or provocation

Behavioural Competencies Required:
o Interpersonal Awareness: The ability to notice, interpret, and anticipate others concerns and feelings, and to
communicate this awareness empathetically to others.
o Confidentiality: The ability to maintain secrecy and restrict access of information.
Active Listening: Giving full attention to what other people are saying, taking time to understand the points being
made, asking questions as appropriate, and not interrupting at inappropriate times.