Operation Manager - Dynamic Team

Summary:

Big Bad Wolf Books and the Group are looking for an experienced Operation Manager to manage the non-trade procurement including warehouse supplies, office supplies, tools, and material handling requests. Operation Manager’s responsibilities include strategizing to find cost-effective deals and suppliers. The role also requires the Operation manager to oversee the entire maintenance of all big bad wolf and bookxcess facilities to ensure that all the facilities are well maintained, clean and health & safety standards is maintained.

Procurement

• Monitor and manage the procurement activities for non-trade goods (Procure to Pay Process: Requisition, Quotation, Purchase Orders, Invoices, etc.) by ensuring the effectiveness of execution and the supplier/vendor performs according to the contract compliances.

• Manage relationships with vendors, service providers, and landlord, ensuring that all items are invoiced and paid on time.

• Work within the department budget to develop cost-effective operations and procurement plans for each supplier/vendor service and responsible to prepare, manage, and monitor budget for the department.

• Manage contract and price negotiations with office vendors, service providers, and office lease.

• Oversee, Maintain and keep updated records on procurement activity (goods ordered, storing, distributing and goods supplies, maintaining stock levels and disposition) to reduce expenses and cost saving.

• Review and approve the ordering of necessary goods and services.

• Developing procurement strategies that are inventive and cost-effective.

• Implement and ensure cost saving measurement awareness across department to reduce wastage and pilferage.

• Develops and implements strategies for procuring order streams to match supply with demand on a JIT basis, storing, and distributing goods or services and maintaining stock levels.

• Implement sourcing strategies and analyze category details to proactively identify supplier issues to reduce cost, minimize risk and protect continuity of support.

• Identifies and researches potential new suppliers and new products based on project requirements and to meet company's goals.

• Managing supplier relationships and performance to ensure timely deliveries and quality compliance.

Office Management

• Responsible for managing office services by ensuring office operations and procedures are organized, correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved, and that clerical functions are properly assigned and monitored

• Oversees all group’s insurance matters including understanding all group insurance policies, renewals insurance policies etc. (Excluding Staff Insurance).

• Create and monitor a system of controls, procedures, and the recordation of equipment and company assets (such as disposal, transfer, recycle, trade-in, donation or surplus) for financial and insurance purposes.

• Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office

• Implement and monitor proper supplies and assets repair and control.

• Partner with HR to maintain office policies as necessary.

• Coordinate with IT department on all office equipment.

Facilities Management and Health & Safety

• Responsible for building maintenance and operation functions necessary to support the operation of the division, including but not limited to; direct supervision of maintenance staff, contract administration, project management, deferred maintenance, facility condition indexing, and working knowledge of facilities-related maintenance and operation.

• Monitor and coordinating buildings and repair mechanical systems to ensure they are consistent with health and safety standards.

• Maintain a safe, secure, and pleasant work environment.

• Ensure all department workers adhere to the safety policies and procedures.

Qualification & Competency

• Bachelor's Degree in areas of Engineering or equivalent graduate-level degree. Required 7 years and above of working experiences in the related field.
• Experienced in sourcing, analyzing, and comparing data and/or products (quotation, quality of materials, reliability of supply, etc.) is a huge advantage. 
• Required industrial knowledge in operational processes and procurement roles. 
• Knowledgeable in building maintenance, facilities management scope of work and repair works.
• In-depth knowledge of maintenance best practices, safety regulations, and environmental policies. 
• Candidates must be competent and be able to actively participate hands-on in all aspects of facility operations. 
• Minimum 5 years' leadership in facilities and operations management. 
• Strong leadership skills with the ability to effectively manage a diverse team. 
• Experienced in retail and industrial environments would be added advantage. 
• Ability to encourage collaboration and maintained networking 
• Multitasking ability and good time management skills 

The set of skills and other requirement needed to succeed in these key practice areas include, but not limited to:

1. Budget-management skills and proficiency

2. Excellent Negotiation and People Management Skills

3. Problem-solving Skills

4. Proficient in Microsoft Office 

5. Experience in planning maintenance building operations

6. Analytical skills to forecast and identify market challenges

7. A high degree of business ethics and accountability

8. Ability to encourage collaboration and maintained networking

9. Ability to work well with a team as well as independently