JOB DESCRIPTION
The Operations Manager leads a team of Administrative Support and Logistics staff and ensures that the daily operations of the company are carried out smoothly.
JOB RESPONSIBILITIES
• Manage a team of 4 staff to handle the functions of Administrative support, Logistics, Human Resource & Procurement
• Assist in the implementation of all environment, health and safety programs of the company, in the capacity of EHS representative
• Ensure compliance to the Personal Data Protection Act, in the role of Data Protection Officer
ADMIN
• Monitor submission of invoices and ensure that high value invoices are submitted in time for payment
• Assist in payment collection of overdue invoices
• Maintain an effective To Do List system and to keep it updated at all times
• Ordering of stationery and printing of office & marketing collaterals
• Weekly check of SAP system to ensure there are no mistakes in entries made by staff
• Safe keeping of company cheques and cash
• Checking of mailbox and posting of mails
• Liaise with Indonesian embassy for documentation needed for sub-distributor in Indonesia
MANAGERIAL
• Work closely with the Managing Director to set and/or implement policies, procedures and systems and to follow through the implementation
• Communicate all operating policies and/or issues at company meetings
• Research alternate methods of productivity, efficiency & continuous improvement
• Submit reports and updates to the Managing Director
• Check quotations prepared by team and authorise high value quotations up to a value of SGD 10,000
• Review and approve tender documents up to a certain value
• Signing of Quotation acceptance for purchase of services or miscellaneous items
• Prepare and sign Decontamination certificates for return of Blood Chemistry analyser to factory
• Approval of Credit Notes
• Signing and issuance of Certified True Copies of Invoices and Delivery Orders
• Conduct audit checks on work done by team members
LOGISTICS
• Oversee the day to day deliveries of goods done by the delivery man to the various customers and step in if any issues arise
• Oversee the running of the warehouse and store operations
• Follow the quality procedures and standards with respect to GDPMDS, ISO 9001 & ISO 14001
• Supervise the Goods receipts from Suppliers
• Monitor the maintenance of the Delivery vehicle
• Signing of Cargo confirmation documents for Indonesia shipments
SALES & SERVICE SUPPORT
• Overall responsibility for company LinkedIn page including developing and posting content and ensuring identified objectives are met.
• Maintain good relationship with sub-distributor in Indonesia
• Serve as primary point of contact when there are escalated customer issues related to goods quality, customer service and mishaps.
• Communicate customer issues with the team and devise ways of improving the customer experience, including resolving problems and complaints
• Coordinate commissioning of equipment and closing of preventive maintenance and breakdown calls
• Support marketing activities such as brochure updating, content writing for social media, etc.
• Ensure that the company website is kept up to date and is in good order
PROCUREMENT
• Maintain good relationship with overseas Principals
• Maintain the Inventory for the company. Manage and perform analysis of inventory and ensure goods are ordered in time and in appropriate quantities. Ensure effective utilization of inventory and maintain solid inventory data
• Negotiate with freight forwarders for competitive rates
• Track and ensure that goods discrepancies are rectified by suppliers in time
HR
• Keep track of staffing requirements for the company and hire new talent as needed to correspond with specific duties and skill sets
• Identify skills gaps for all employees in the company, propose relevant training courses, negotiate with training providers and register employees for the trainings
• Do annual bench marking of employee salaries against identified competitor companies
• Arrange and monitor background screening of new employees, authorise additional charges as appropriate
• Assist in Leave administration and authorise Credit leave as per eligibility criteria
• Give inputs to Director and assist in identifying the employee for the ‘Employee of the Quarter Award’
• Quarterly scoring of Performance Bonus for all Team members
• Maintain personnel records in an efficient and well-organized manner
• Communicate all personnel changes to Insurance company
OTHERS
• To be a team player and offer help and guidance to colleagues
• Any other related task that is assigned by the senior management
JOB REQUIREMENTS
• Min Bachelor’s Degree in Business Administration or similar
• 10 – 15 years related work experience, preferably in the Healthcare industry
• High level of Integrity & Confidentiality
• Commitment to high ethical standards in a diverse workplace
• Good Leadership ability
• Must be self-motivated and professional
• Must be able to work under pressure of meeting deadlines
• Exceptional Organisational, Problem Solving & Decision-making skills
• Excellent verbal and written communication skills
• Proficient in MS Office Applications (Outlook, Word, Excel, PowerPoint, etc.)
• Knowledge of SAP preferred
For interested candidates, please send your most recent and updated resume to [email protected]
Subject heading: Office Manager
Andrea Eunice Tan Min Er
(R23112594)
Recruit Express Pte Ltd
EA License No. 99C4599
