Operations Executive

Warehousing and Inspection

• Own the physical receipt of all incoming shipments — verify contents against the packing list and Purchase Order, check condition codes, inspect packaging integrity, and process the GRN accurately in the ERP system.
• Conduct incoming inspections using the applicable checklist. 
• Maintain storage zones — correct segregation, labelling, FOD prevention. 
• Prepare and process all outgoing shipments - packaging, outgoing inspection sign-off.
• Maintain logs, and all associated documentation filing.
• Run cycle counts and stock takes. 

Repair Management Coordination

• Own the lifecycle of every active repair project.
• Raise Repair Orders with the correct scope, documentation requirements, and GTA reference once the OM has confirmed the repair direction.
• Coordinate all logistics around repair projects independently — asset shipment to the repair station, freight booking, shipping documentation, and transit tracking.
• Maintain a live WIP tracker for all active repairs. Update it consistently. Send a weekly WIP summary to the OM without being asked — this is a standing expectation, not an occasional task.
• Chase repair stations proactively for teardown reports, proforma invoices, progress updates, and completion documentation. 
• When documents arrive from a repair station — teardown reports, proformas, shop visit reports — receive, file, and review them for completeness. Flag immediately to the OM anything that is incomplete, late, inconsistent with the agreed scope, or that implies a change to the original plan. 
•  Coordinate scrap reviews — travel arrangements, parts manifests, and filing of outcomes. Attend scrap reviews when required.
• On repair completion, coordinate the return shipment, verify the documentation package on arrival (ARC, shop visit report, work cards), and notify the OM that the asset is ready for commercial disposition.

Teardown Coordination

• Own the operational coordination of teardown projects - asset logistics, import/export documentation, and schedule tracking.
• Maintain regular contact with the teardown facility. Chase for weekly progress updates. Keep the OM informed of progress without waiting to be asked.
• Receive and cross-check parts manifests against the agreed disposition plan. Any discrepancy between what was expected and what is reported goes to the OM immediately with the specific detail documented.
• Coordinate the return and receipt of all teardown outputs — serviceable, repairable, and scrap — and process them into the correct storage zones.
• Maintain complete teardown project files throughout. Every piece of communication, every disposition decision, and every document is filed as the project progresses — not at the end.

Procurement Coordination and Vendor Liaison

• Own the operational follow-through on all open Purchase Orders — tracking expected deliveries, chasing vendors on outstanding items.
• Request pre-shipment documentation from vendors independently.
• Cross-check documentation received from vendors against what was ordered.
• Communicate with vendors on operational matters - shipment status, documentation requests, delivery confirmations, routine follow-up independently and professionally. 
• Recognise when a vendor communication implies something beyond operational coordination - a request to change terms, a dispute, an unexpected finding, or a commitment being asked of Diamond and escalate.
• Obtain freight and logistics quotes when required. Present options to the OM.
• Maintain a complete written record of all vendor communications. Every instruction given and every material response received is documented and filed.
• Support the AVL process by maintaining vendor documentation files — assessment forms, certificates, and re-assessment records.

Documentation and Compliance

• Maintain accurate and complete records for all transactions in Diamond's system and physical filing system as an ongoing ownership responsibility.
• Ensure all controlled documents in use are the current approved version. Flag to the QR or OM if a form appears to be outdated or inconsistent with current practice.
• Support internal audits by having records accurate, accessible, and correctly filed at all times — not specifically prepared for audit.
• When a process gap or inefficiency is identified, raise it constructively with a specific description of the issue and a suggested improvement. Process ownership includes contributing to process improvement.