Job Description: Role Summary:
The Operations Manager is responsible for enhancing the efficiency and effectiveness of the Company’s internal and project operations by ensuring effective coordination across administration, procurement, logistics and site teams through the monitoring of workflows, enforcement of established procedures and implementation of operational improvements that strengthen communication and documentation. In addition, the Operations Manager contributes to the Company’s growth by supporting client engagement initiatives, business development activities and the continuous improvement of service delivery standards.
Key Duties and Responsibilities:
1. Workflow Monitoring & Process Improvement
• Monitor day-to-day operations and administrative workflows across departments to ensure progress aligns with established company procedures.
• Enforce adherence to internal standards including daily reporting timelines, documentation protocols, internal communication guidelines while identifying areas where improvements are needed.
• Maintain and update tracking logs to monitor compliance with assigned responsibilities and procedure consistency.
• Identify inefficiencies or bottlenecks and help design and implement clear, standardised processes to reduce delays, duplication, confusion, and improve coordination across office and project functions.
• Support the rollout of improved workflows by documenting updated procedures and helping team members adopt best practices.
2. Departmental Coordination
• Collaborate with the Office Administrator to ensure seamless coordination between administration, procurement, logistics (e.g., material transport, site deliveries, inventory tracking), and site teams for smooth and efficient operations.
• Ensure that all teams are aware of and consistently follow company guidelines for documentation, task execution, and interdepartmental collaboration.
• Assist in planning resource allocation and scheduling to optimise team efficiency and meet project needs.
• Facilitate collaboration between key technical departments Quantity Surveying, Architectural, and Mechanical by ensuring awareness of each other's ongoing tasks, expected deliverables and deadlines to improve coordination and minimise delays.
• Support Executive Management in following up on new project rollouts or job requests that require quotations, technical input, or internal mobilisation.
3. Documentation & Reporting Structure
• Support the organisation and maintenance of internal documentation systems across procurement, reporting, inventory (both at office and site), and project updates.
• Establish and maintain structured filing systems both physical and digital to ensure records are accurate, consistent, and easily retrievable.
• Ensure timely and correct completion, submission, and storage of project documents such as delivery notes, attendance logs, inspection forms, procurement records, and other key reports.
• Track and document inventory and equipment movement including delivery notes, inventory checklists, return logs, and dispatch forms to ensure traceability and accountability across office, site, and workshop operations.
• Review submitted reports for accuracy, completeness, and clarity; follow up with teams to address documentation gaps, missed timelines, and project bottlenecks such as delays in approvals, material
• shortages, incomplete team handovers, or unclear task responsibilities and support resolution planning by escalating issues, clarifying instructions, or prompting coordination across departments.
4. Procurement & Logistics Support
• Assist the Office Administrator in coordinating procurement activities, including tracking material requisitions, managing purchase timelines, liaising with suppliers, and monitoring delivery schedules.
• Maintain procurement and inventory records while tracking the movement of tools, equipment, and materials between the office, workshop, and project sites.
• Support the receipt and handling of high-priority or sensitive deliveries at sites, ensuring proper inspection, accurate documentation, and safe offloading.
• Coordinate logistical arrangements for material transport, dispatch tracking, and complex deliveries requiring time-sensitive execution.
5. Client Experience & Growth Support
• Identify gaps or opportunities to improve how the team interacts with client representatives especially in communication, documentation, and responsiveness to enhance service quality, accountability, and support client retention through operational excellence.
• Support the delivery of timely, accurate project updates and documentation to improve client satisfaction and demonstrate professionalism.
• Collaborate with management on marketing and business development initiatives to attract new clients such as showcasing project capabilities, refining company profiles, and developing structured communication materials (e.g., brochures, service descriptions, capability statements, and client proposal templates) that clearly present the company’s services and professionalism.
• Assist in collecting post-project client feedback or testimonials under the guidance of management to evaluate performance, highlight successes, and recommend areas for service improvement.
• Support with the preparation, submission, and follow-up of tender documents and proposals as part of the company’s client acquisition strategy.
6. Quality Control & Compliance
• Monitor daily operations to ensure tasks and project-specific activities consistently meet internal quality benchmarks and procedural requirements.
• Enforce compliance with health and safety protocols particularly for site team including correct PPE use, proper incident reporting, and adherence to client and regulatory safety guidelines.
• Maintain and update compliance documentation such as permits, approvals, training logs, PPE issuance records, safety checklists, and inspection reports to ensure accuracy and accessibility.
• Identify recurring workflow, documentation or compliance issues and propose corrective actions that enhance operational efficiency and reduce risk.
• Introduce and maintain tracking tools (e.g., checklists, progress logs) that promote consistency, traceability, and accountability across teams.
• Report incidents of non-compliance or procedural gaps to the Office Administrator or Management, with clear and actionable recommendations.
• Support the definition and monitoring of key performance indicators (KPIs) to track compliance levels and process improvements over time.
• Reinforce a culture of quality, safety, and accountability through regular procedural checks, reminders, and participation in internal audits.
Qualifications
• Bachelor’s degree in Business Administration, Project Management, Construction Management, or a related field.
• A diploma or relevant certification in operations management, project coordination, or process improvement is an added advantage.
• Proven experience (2–5 years) in operations coordination, project support, or process management, preferably in a construction, engineering, or real estate environment.
• Strong knowledge of workflow optimization, documentation systems, procurement, logistics, and client management.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and cloud-based collaboration/document management tools.
• Excellent communication, interpersonal, and problem-solving skills.
• Ability to manage multiple priorities, work under pressure, and meet deadlines.
• Demonstrated attention to detail, organizational skills and process-driven mindset.
