Operations Manager (HR, Administration, Procurement & Sales)

Department: Operations

Reports To: Managing Director/Chief Executive Officer

Role Summary

The Operations Manager will be responsible for providing strategic and operational leadership across the Company's Human Resources, Administration, Procurement, Operations, and Sales functions. The role is responsible for ensuring the efficient day-to-day running of the business while driving operational excellence, employee performance, business growth, cost optimization, and customer satisfaction.

The successful candidate will oversee the entire business support function, lead recruitment and people management initiatives, coordinate administrative operations, source competitive pricing from suppliers, negotiate with vendors, support production activities, and drive sales and revenue growth.

This is a senior leadership role requiring a commercially minded professional who can effectively manage people, processes, suppliers, customers, and business operations within a manufacturing environment.

Please Note: Candidates must have prior experience working in a manufacturing company. Applications from candidates without manufacturing industry experience may not be considered.

Key Responsibilities

Operations Management

• Oversee the day-to-day operations of the Company.
• Develop, implement, and monitor operational strategies, policies, and procedures.
• Ensure smooth coordination between Production, Sales, Procurement, HR, Administration, Finance, and Logistics.
• Improve operational efficiency, productivity, and service delivery.
• Develop systems that improve workflow and accountability.
• Monitor departmental performance and recommend improvements.
• Prepare weekly and monthly operational reports for Management.
• Lead continuous improvement initiatives across the organization.
• Ensure projects and operational activities are completed within approved timelines.

Human Resources Management

• Develop and implement HR policies, procedures, and best practices.
• Lead recruitment, selection, interviewing, and onboarding of employees.
• Coordinate staff orientation and induction programmes.
• Maintain accurate employee records and HR documentation.
• Develop and manage employee performance management systems.
• Coordinate employee appraisals and performance reviews.
• Handle disciplinary matters and employee grievance resolution.
• Coordinate employee engagement initiatives.
• Develop training and capacity-building programmes.
• Manage leave administration and attendance records.
• Ensure compliance with Labour Laws and statutory regulations.
• Promote a positive organizational culture.

Administration & Office Management

• Supervise all administrative activities of the Company.
• Ensure efficient office operations and administrative support.
• Manage office facilities and company assets.
• Supervise administrative staff.
• Coordinate office maintenance and repairs.
• Oversee fleet management and company vehicles.
• Ensure availability of office supplies and consumables.
• Develop proper filing and document management systems.
• Coordinate business travel and accommodation when required.
• Maintain workplace cleanliness, security, and safety.

Procurement & Vendor Management

• Source competitive prices for raw materials, equipment, consumables, and services.
• Identify and evaluate reliable suppliers.
• Obtain quotations from multiple vendors.
• Negotiate pricing and contract terms with suppliers.
• Maintain supplier databases and performance records.
• Build strategic supplier relationships.
• Monitor market trends and pricing.
• Ensure cost-effective procurement without compromising quality.
• Coordinate timely procurement to avoid production delays.
• Ensure compliance with procurement policies.

Manufacturing Operations Support

• Work closely with the Production Manager to ensure smooth manufacturing operations.
• Ensure uninterrupted availability of raw materials.
• Monitor inventory levels and stock movement.
• Coordinate production planning meetings.
• Ensure production schedules are met.
• Monitor production efficiency and recommend improvements.
• Support quality improvement initiatives.
• Assist in reducing production waste and operational costs.
• Coordinate communication between production and other departments.

Sales & Business Development

• Develop and implement sales strategies to achieve revenue targets.
• Identify new business opportunities and market segments.
• Generate leads and convert prospects into customers.
• Build and maintain strong customer relationships.
• Prepare quotations and negotiate contracts.
• Follow up on customer enquiries and orders.
• Develop distributor and dealer networks.
• Drive customer retention initiatives.
• Conduct market intelligence and competitor analysis.
• Collaborate with production to ensure customer requirements are met.
• Represent the Company at business meetings, exhibitions, and networking events.

Customer Relationship Management

• Ensure excellent customer service delivery.
• Resolve customer complaints promptly.
• Monitor customer satisfaction levels.
• Build long-term relationships with key clients.
• Ensure timely communication with customers regarding orders and deliveries.

Inventory & Warehouse Coordination

• Monitor inventory movement.
• Ensure stock accuracy.
• Coordinate regular stock counts.
• Minimize stock losses and wastage.
• Work closely with the Storekeeper.
• Monitor reorder levels.
• Ensure proper inventory documentation.

Financial & Cost Management

• Prepare departmental budgets.
• Monitor operational expenditure.
• Identify cost-saving opportunities.
• Monitor procurement spending.
• Support management with financial planning.
• Prepare operational performance reports.
• Monitor departmental KPIs.

Compliance, Risk & Safety

• Ensure compliance with company policies.
• Ensure compliance with Labour Laws and regulatory requirements.
• Promote workplace safety.
• Ensure compliance with Health, Safety, and Environmental (HSE) standards.
• Identify operational risks.
• Develop risk mitigation strategies.
• Coordinate internal audits.
• Maintain confidentiality of company information.

Key Performance Indicators (KPIs)

The Operations Manager will be evaluated based on:

Operations

• Operational efficiency
• Timely execution of operational activities
• Reduction in operational downtime
• Process improvement implementation

Human Resources

• Time-to-fill vacancies
• Employee retention rate
• Employee performance improvement
• Staff engagement
• Compliance with HR policies

Procurement

• Procurement cost savings
• Supplier performance
• Procurement turnaround time
• Material availability

Sales

• Monthly sales target achievement
• Revenue growth
• New customer acquisition
• Customer retention rate
• Sales conversion rate

Administration

• Office efficiency
• Asset management
• Administrative compliance
• Documentation accuracy

Qualifications & Experience

• Bachelor's Degree in Business Administration, Human Resources, Management, Marketing, Industrial Relations, Supply Chain Management, Engineering, or a related discipline.
• A Master's Degree (MBA or related field) is an added advantage.
• Professional certification such as CIPM, SHRM, HRCI, PMP, CIPS, or CIM is an added advantage.
• Minimum of 5–8 years of progressive experience in Operations Management.
• Candidates MUST have worked in a manufacturing company.
• Strong understanding of manufacturing operations, production planning, inventory management, procurement processes, quality systems, logistics, and supply chain management is required.
• Demonstrated experience managing HR, Administration, Procurement, Operations, and Sales within a manufacturing environment.
• Proven experience driving operational efficiency, reducing costs, improving productivity, and increasing revenue.
• Experience using ERP systems, inventory management software, or manufacturing software is an added advantage.

Required Skills & Competencies

Leadership Skills

• Strategic leadership
• Team management
• Decision-making
• Conflict resolution
• Coaching and mentoring

Human Resources

• Recruitment & Selection
• Employee Relations
• Performance Management
• Labour Law Compliance
• Training & Development

Sales & Business Development

• Business Development
• Sales Strategy
• Negotiation
• Customer Relationship Management
• Market Research

Procurement

• Vendor Management
• Strategic Sourcing
• Cost Negotiation
• Contract Management

Operations

• Manufacturing Operations
• Inventory Management
• Supply Chain Coordination
• Process Improvement
• Production Support

Technical Skills

• Microsoft Office Suite (Excel, Word, PowerPoint)
• ERP Systems
• Inventory Management Systems
• Report Writing
• Data Analysis

Personal Attributes

• High level of integrity and professionalism.
• Strong commercial and business acumen.
• Excellent leadership and interpersonal skills.
• Strong negotiation and influencing skills.
• Highly organized and detail-oriented.
• Results-driven with a proactive mindset.
• Excellent analytical and problem-solving skills.
• Ability to multitask and manage competing priorities.
• Strong communication and presentation skills.
• Ability to thrive in a fast-paced manufacturing environment.

Working Relationships

Internal

• Managing Director/CEO
• Production Manager
• Finance & Accounts
• Storekeeper/Warehouse Team
• Sales Team
• Administrative Staff
• Factory Employees
• Logistics Team

External

• Customers
• Suppliers
• Vendors
• Regulatory Agencies
• Government Authorities
• Service Providers
• Business Partners

Authority Level

The Operations Manager is authorized to:

• Supervise and manage all HR, Administrative, Procurement, and Sales personnel.
• Approve routine operational and administrative expenditures within approved limits.
• Negotiate with suppliers and vendors.
• Recommend recruitment, promotions, disciplinary actions, and employee terminations.
• Represent the Company in meetings with clients, suppliers, and regulatory agencies.
• Develop and implement operational policies subject to Management approval.
• Drive business development initiatives and negotiate commercial opportunities.