Operation Executive

Job Summary

We are looking for a proactive and detail-oriented Operations Executive to support and manage daily business operations, ensure smooth workflow across departments, and maintain high standards of service delivery. The role requires strong organisational, coordination, and problem-solving skills, with the ability to monitor operational performance, resolve issues, and ensure that business activities are completed efficiently and in line with company objectives.

Key Responsibilities

1. Daily Operations Management

• Oversee daily operational activities to ensure smooth and efficient business operations.
• Monitor daily workloads, task allocation, and workflow to ensure activities are completed within established timelines.
• Coordinate with different departments and service centres to ensure operational requirements are met.
• Identify operational challenges and take appropriate action to minimise delays and disruptions.
• Ensure that operational procedures and company policies are followed consistently.

2. Performance Monitoring and Reporting

• Monitor operational performance against established KPIs, targets, and service-level agreements (SLAs).
• Prepare daily, weekly, and monthly operational reports for management review.
• Track productivity, transaction volumes, pending tasks, and service delivery performance.
• Identify performance gaps and recommend practical improvements.
• Follow up with relevant teams to ensure that operational targets are achieved.

3. Team Coordination and Support

• Coordinate with operations teams to ensure tasks and responsibilities are clearly assigned.
• Follow up on pending work and support teams in resolving operational issues.
• Monitor attendance, shift coverage, and manpower requirements in coordination with the relevant departments.
• Escalate staffing shortages, performance concerns, and operational risks to management.
• Support the implementation of operational instructions and management decisions.

4. Process Improvement and Quality Control

• Review existing operational processes and identify opportunities to improve efficiency.
• Ensure accuracy, consistency, and quality in daily operations.
• Identify recurring errors, delays, and service issues and recommend corrective actions.
• Assist in developing and updating standard operating procedures (SOPs) and internal workflows.
• Ensure proper documentation, recordkeeping, and compliance with internal operational standards.

5. Issue Resolution and Coordination

• Handle day-to-day operational challenges and coordinate with the relevant teams to resolve them promptly.
• Investigate service delays, customer complaints, and operational discrepancies.
• Coordinate with internal departments, including HR, Finance, IT, and Customer Service, to address operational requirements.
• Escalate critical issues to management with relevant details and recommended solutions.
• Follow up on corrective actions to ensure issues are resolved effectively.

Qualifications and Experience

• Bachelor's degree in Business Administration, Operations Management, or a related field is preferred.
• Minimum 2–4 years of experience in operations management, operations coordination, or a similar role.
• Experience in a multi-branch, service-oriented, or customer-facing business environment is an advantage.
• Strong knowledge of operational workflows, KPI monitoring, reporting, and process improvement.
• Experience using MS Excel, reporting tools, and operational management systems.
• Excellent organisational, analytical, and problem-solving skills.
• Strong communication and coordination skills.
• Ability to manage multiple priorities and work under pressure.

Key Competencies

• Operational planning and coordination
• KPI and performance monitoring
• Analytical thinking and problem-solving
• Process improvement
• Reporting and documentation
• Team coordination and accountability
• Time management and prioritisation
• Attention to detail

Performance Indicators (KPIs)

• Achievement of operational targets and KPIs.
• Timely completion of daily operational activities.
• Reduction in pending tasks, processing delays, and operational errors.
• Improvement in team productivity and workflow efficiency.
• Compliance with internal procedures and service-level standards.
• Timely submission and accuracy of operational reports.
• Effective resolution of operational issues.