Assistant Manager Operations Delhi

Job Description

Job Title : Assistant Operations Manager Reports to : Manager - Operations I. Job Role : To maintain, drive and grow the Vending Division business, for the Branch To be the gatekeeper of all finances, properties, revenues, capital and liquid assets, stocks of the Branch. To ensure all receipts are received in time and, accounted for as per accounting standards. To ensure all payments are effected after verifying claims. To maintain all books for the Branch of Vending Division as required by statute. To comply with statutory and legal obligations viz,: VAT of the Branch. To verify payment vouchers submitted by junior staff. To handle, prepare and updating of petty cash expenses. To indent with Logical so not to over stocking nor unavailability ( lean stock in hand ) II. Key accountabilities: KRA #1: Ensure that at any given time vending machines are in proper working condition.(2 Machines ready to install and buffer spares to be there ) KRA #2: Maintain close and healthy relations with all clients Admin and Facility Managers. KRA #3: Ensure all OC collections are up-to-date. KRA #4: Ensure that there is no variation in Revenue as per Vending Machine Sales and Cash Collections and Cash deposited in the Bank KRA #5: Effect purchases at prices that ensure maximum margins for the Vending Division and simultaneously maintain minimum inventory. KRA #6: Ensure zero difference and pilferage KRA #7: Coordinate with Tax Consultant for VAT payments & Service Tax filings. KRA #8 Responsible for the Audit in the branch All work related to audit preparation viz.: Purchase Register, Sales Register, Contra Journal Entries, A/P Invoice, A/R Invoice, Petty Cash Register, print out for Audit purposes etc. KRA #9: To be responsible for ensuring bank reconciliation; bank charges entries updating is done on a daily basis. KRA #10: Ensure delivery of service to clients, achieving service excellency at all the time. KRA #11: Lead, guide, coach the team of Field Managers and Sales & Service Representatives attached to the Branch. KRA #12: Always maintain a close liaison with Manager All India Operations. KRA #13: Ensure statutory payments, telephone & electricity bills, rents etc., are made on time. (Paid through credit card ) KRA #14: Be responsible for all matters related to Office administration of the Branch. KRA #15: Support the Marketing team vis--vis installations, purchases as per contracts etc. KRA #16: Be in charge of all company assets. KRA #17: Maintain and control all expenses. KRA #18: Ensure timely updating of accurate data in SAP. KRA #19: Ensure absolutely no near expiry and damaged products are stocked in the Vending machines. KRA #20: Ensure timely payments to vendors. KRA #21: Recruit and maintain the ratio of SSRs to machines. KRA #22: Ensure cheques collection and deposit of the same in the Bank on a daily basis. KRA #23: Pass necessary entries in SAP or to HO related to collections everyday. KRA #24: Process all payments related to capital expenditure and statutory demands and related charges, taxes etc. KRA #25: Filling of vouchers for the branch. KRA #26: Printing of accounts related stationery e.g.: Receipt Books, Sales Register, cost effectively KRA #27: Produce reports as and when demanded / required by management. KRA #28: Monthly stock valuation. KRA #29: Collate documents [Purchase Register, sales Report, Collection Revenue Statement, Debtors Ageing, Creditor Ageing, KRA #30: Prepare reports to cover monthly budget v/s actual and monthly budget v/s actual, for the branch. KRA #31: Maintain a close liaison with Corporate to receive information and supporting documents in the time frame specified. KRA #32: Collection of TDS certificates. KRA #33: Machine branding and product placements. KRA #34: Maintaining the Attendance Register, Leave Applications and Leave Cards. KRA #35: Handling, preparing and updating of petty cash expenses of branch. KRA #36: Preparing Master Data form,collecting necessary document, explaining company rules and policies, completing all formalities of PF, Investment and others for new employees. III. Job map: 1. The nature and type of IT support required to enhance productivity. 2. Working defined customer servicing norms. 3. Vinyl and trays at locations as per agreed to norms with customers. 4. Work plans for upkeep and upgrading of machines. 5. Working a preventive maintenance schedule to minimize breakdowns. 6. Sustaining and building on Customer Relationships. 7. Sustaining the Customer Base through service excellence. 8. Working a strategic plan to provide referrals to Marketing. 9. Ensure timely Renewal of Contracts. 10. Maintaining Branding Standards. 11. Developing Executives, FMs, SSRs & Back-end staff to achieve service excellence. 12. Upgrading the technical and soft skills of the FMs, SSRs and Back-end staff. 13. Monitoring & Maintaining efficiency standards of human resources back-end and frontline. 14. Promoting a spirit of competition amongst the several hierarchies. 15. Evolving and running a recognition program for the staff. 16. Ensuring an optimum balance between men and machines. 17. Negotiate the best margins on products being stocked. 18. Putting in place and maintaining a cost effective distribution system. 19. Continuously seek and give feedback to Management from Customers, Vendors, Suppliers and employees. 20. Develop a cascading second line of leadership. 21. Conceptualize, strategize and work with Administration Head to develop sources of people banks to take care of attrition. 22. Develop strategies to prevent / minimize fire-fighting. 23. Set-up and demand the implementation of a quick customer complaints redressal plan. 24. Fiscal discipline must be maintained at all costs by every level of employees. 25. For all activities timelines must be drawn and made known and adherence demanded at all times. 26. All records must be generated in the time frame specified and kept up-to-date. ***** IV. Job responsibilities: A. Organizational:- i. Be responsible for handling the front-end operations which includes Vending sales, deployment of manpower for Vending Operations as per company norms. ii. Track DSR v/s Daily Collection. iii. Be responsible for OC collections at all locations. iv. Be responsible for all Fixed Assets and monitor machine movement. v. Plan requirement of spares and machines at the branch. vi. Be responsible for working a plan to ensure minimum down time of machines. B. Strategic i. Carry out periodic and regular Process Review. ii. Ensure absolute safety of all property of the Branch. iii. Ensure no chance of any fraud. iv. Ensure all work is performed within the stipulated budget provisions. v. Highlight and recommend / take action on issues that need to be resolved immediately to prevent any financial damage to the business. vi. Initiatives to reducing attrition levels. vii. Maintain a high level of staff morale and motivation. viii. Keep track of Operational / Non-Operational machines and push for installations. ix. Ensure renewal and signing of existing agreements. x. Develop Executives and train them to manage the Branch efficiently. xi. Work plans to upgrade the technical and soft skills of FMs and SSRs. xii. Authorize machine movement and logistics within the branch. xiii. Coordinate with Marketing, Technical and Vendors for specific Machine customization required by clients through Marketing team. xiv. Ensure Audit requirements are strictly adhered to. xv. Maintain a close coordination with Marketing, Finance, Administration, Purchase & IT xvi. Maintain a strong and healthy business relations with all clients Admin & Facility Managers. xvii. Ensure 100% fully stocked machines. xviii. Ensure no dead / expired stocks in any / all Vending machines. xix. Tracking the daily collection and ensuring all cash is deposited into the bank with zero slippage. xx. Optimum utilization of Vending machines. xxi. Manage logistics for movement of stocks from warehouse to locations. xxii. Arrange for supply of coins to locations to ensure that minimum coins are loaded in the Vending machines. C. Conceptual:- i. Closely coordinate with marketing team to ensure Client satisfaction at highest level. ii. Constantly suggest ways to improve operational systems, processes and policies in support of organizations mission specifically, support better management reporting, information flow and management, business processes and organizational planning. iii. Responsible for implementing management strategies at the Branch. iv. Develop a second line consisting of Executives, Field Managers, SSRs to step in and assist the Operations Manager in the discharge of his duties and responsibilities. ,

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