Operations Manager (Office Furniture Dealership)

Job Title:             Operations Manager                     

Main purpose of job:    The Operations Manager role is to implement the correct processes and practices across the organization – safely, efficiently and sustainably. The specific duties of the Operations Manager include formulating strategy, improving performance, procuring material and resources, waste and recycling activity, fleet management, training and competency of teams, legal and statutory compliance.

Maintaining constant communication links with managers, staff, and suppliers to ensure appropriate operations of the company. Implement, and maintain quality assurance protocols in line with existing accreditations.

Ensure that operational activities are completed using the current processes and procedures in the most cost effective manner and actively seeking to continuously improve the processes and best practices.

Work as part of a team to ensure the Vision, Values and culture of the client is understood, followed and fully promoted within the business.

Main tasks of Job: General

The Operations Manager and Operations team are critical to the successful delivery of small orders to the client base. Using the Sage 200 Platform to expedite orders the Operations Team are required to schedule deliveries to clients in a cost-efficient and logical manner. The movement of product and subsequent processing of the orders is essential to ensure that the Finance Team can provide up-to-date and vital forecast cash flow statistics to the wider team.

Work closely with multiple internal teams so that activities remain compliant, efficient and profitable during the course of business ensuring Accreditations such as ISO 9001:2015/ISO 14001:2015, FSC, FISP, etc. are fully adhered to, always seeking continuous improvement.

Manage data collection for the updating of metrics to achieve productivity targets, reduce/eliminate errors, and deliver excellent customer service.

Fine tune processes and sub-processes of the Operations team in order to improve efficiency for the organisation in preparation of ongoing expansion. Provision of accurate labour and transport costs to internal departments for assistance in creating client quotations or tender responses.

Provision of direct support to the Projects team in facilitating labour and vehicle requests.

Management. Lead, motivate, and support an Operations team within a time-sensitive and demanding environment, including career development plans for direct reports and problem resolution.

Perform weekly ‘One 2 One’ interviews and Quarterly appraisals with all employed staff and set objectives via personal KPI’s (Key Performance Indicators)

Mentor individual team members, to investigate ways to increase the quality of customer service and to implement best practices across all levels of interaction.

Monitor staff absence/holidays/overtime using the BrightHr software system.   

Deliveries. Co-ordinate the daily scheduling of deliveries and updating of Sage 200 status’s in accordance with current procedures.

Ensure once items are delivered that they are fully receipted on the Sage 200 system and the status changed accordingly.

Creation of RAMS as and when required.

In the event of identified snagging follow the appropriate process and record the event(s) in HubSpot for departmental follow up and responsibility allocation.

Warehouse. Assist the warehouse manager in ensuring all current processes and procedures are being adhered to and the warehouse is running at maximum efficiency whilst also maintaining H&S compliance.

Implement and inventory control system in line with the warehouse manager to cover client stock/spares and valued stock.

Ensure that regular safety checks are completed and documented in accordance with Health and Safety regulations eg. spills kits checks, vehicle checks, safety clothing checks

Ensure control and documentation of hazardous substances.

Equipment. Ensure all operationally related equipment is compliant and fit for task.  That equipment is tested as required and compliant with client site requirements.

Ensure fitting teams have adequate spares kits on vehicles and adequate safety kit i.e PPE

Vehicles. Oversee the management of the Fleet of vehicles insuring all relevant and critical/compliant checks or repairs and servicing are being completed on a regular basis and reported at set intervals.

Health and Safety / Certifications

Oversee Health & Safety and regular training/refresher in all areas of the Operations department to ensure competency and support the Health and Safety Manager.

Sustainability

To embed waste, carbon and emissions reduction into everything aspect of the operation on an ongoing basis supporting company vision.

Investigate waste as an asset and potential future revenue streams.

Regular recording and monitoring of related data

Waste. Ensure legal compliance for all waste and recycling streams, also ensuring zero-to-landfill.  Maintenance of waste carriers register and licences. Ensure compliance of supplier Waste Transfer Notes.

Requirements and Skills.

Proven work experience as Operations Manager or similar role

Knowledge of organizational effectiveness and operations management

Experience in budgeting and forecasting

Familiarity with business and financial principles

Excellent communication skills

Leadership ability

Outstanding organisational skills

Reporting

Skills/Training

3-5 years’ experience in the furniture/workplace sector.

Self-motivated, organized, personable and hard working.

Knowledge of Sage 200 an advantage

Deadline, planning and problem-solving focus.

Driven to great customer communication and service. 

Numerate, literate.

Full current clean Driving license.