Job Purpose
Operations Manager will ensure the efficient day-to-day operation of the office, production, and support the work of staff. S/he will be responsible for the successful leadership and management of the organization according to the strategic direction set by upper management. Operations Manager completes the administration for all aspects of ongoing production including planning, organizing, staffing, leading, and controlling production activities.
Duties and Responsibilities
Office Administration
• Implement policies and procedures for production, documentation, work flow, ordering of supplies, & records maintenance.
• May assist in decision process for hiring, terminating, promoting, or evaluating workplace personnel
• Use computer word processing, spreadsheet, and database software to prepare reports, memos, and documents
• Sort incoming mail, faxes, and courier deliveries for distribution
• Prepare and send outgoing faxes, mail, and courier parcels
• File material according to the established procedures
• Update and ensure the accuracy of the organization's databases
• Back-up electronic files using proper procedures
• Provide administrative support to upper management
• Make travel, meeting and other arrangements
Warehouse Duties
• Ensures products, parts, or supplies are shipped, distributed, or received in an efficient manner.
• Receives incoming and ships outgoing materials, products, or supplies
• Counts items received or shipped and checks against packing lists, recording ANY discrepancies
• Suggests improvements to distribution procedures, and acts to improve timelines or reduce costs
• All documentation for incoming or outgoing materials (domestic & international)
• Implements appropriate internal controls to secure warehouse contents against loss
• Evaluates inventory on hand
• Plans and manages production schedules to fulfill current or forecasted orders for labels or tags
• Modifies production schedule as required by process changes or other factors
• Ensures the timely delivery of materials & supplies as well as choosing appropriate vendors
Assist with Financial Management
• Use computer software to prepare invoices and financial statements
• Code and file financial material according to established records management procedures
• Process accounts payable ensuring timeliness and accuracy of information
• Process accounts receivable ensuring timeliness, accuracy of codes and appropriate backup
• Prepare accurate bank reconciliations and deposits
• Assist with financial reports as required
• Month end duties as required
Sales
• Develop and maintain relationships with new and existing customers
• Provide pertinent information to maximize sales volume
• Work with outside sales representatives to achieve the organizational sales goals weekly, monthly & quarterly
Public Relations
• Assist in providing a positive organizational image to the general public, clients, vendors, and the community.
• Prepare press releases and articles
• Write organizational publications (Brochures)
• Attend networking sessions with the Chamber of Commerce
Personal Characteristics
Behave Ethically
Understand and exercise ethical behavior and business practices. Ensure the behaviors of staff are consistent with these standards and aligns with the values of the organization.
Communicate Effectively
Speak, listen and write in a clear and concise manner. Use appropriate and effective communication tools and techniques.
Innovative
Develop new and unique ways to improve operations of the organization and create new opportunities.
Foster Teamwork
Work cooperatively and effectively with others to set goals. Resolve problems, and make decisions that enhance organizational effectiveness.
Decision Making
Assess situations to determine the importance, urgency and risks, and make clear decisions which are timely and in the best interests of the organization.
Plan
Determine strategies to move the organization forward, set attainable goals, create and implement action plans, and evaluate the process and results.
Organize
Set priorities, develop a work schedule, monitor progress towards goals, and track details/data/information/activities.
Problem Solve
Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
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