Senior Operation Manager

Responsibilities:
The Senior Operation Manager shall perform/monitor the company operational stated below management descriptions.

Authority:
Responsible for directing the activities of the company operations. Manages direct report employees and ensures all assigned tasks for his department and direct reports are reached as per the company strategies goals.

MAIN RESPONSIBILITIES:

Participate with the Executive officer (EO) in developing a vision and strategic plan to guide the organization operations.
Identify, assess, and inform the EO of internal and external issues that affect the organization.
Act as a professional advisor to the EO on all aspects of the organization’s operational activities.
Foster effective teamwork between the EO and his/her direct report staff as well as all company staff through the HR Manager.
Assign dedicated budget for each department, and manage budget assignment for each project, and once the approval of the budget is granted from the EO, the manager of each department should be the one to seek approval for any expenses fall under his/her dedicated budget.
Administer the funds of the organization according to the approved budget and monitor the monthly cash flow of the organization.
Provide the EO/Board with comprehensive, regular reports on the revenues and expenditure of the organization.
Ensure that the organization complies with all legislation covering taxation and withholding payments.
Work with finance staff and the EO (i.e Finance Committee if applicable) to prepare a comprehensive budget, if necessary.
Approve expenditures within the authority delegated by the EO and or with in a dedicated budget of each department head.
Work with the EO to secure adequate funding for the operation of the organization.
Manage all company operations including the support for other department and be a key player to know every transaction related to the company operation that require actions with suppliers, customers in regards to financial matters, as well as support other departments in regards to human resources and facility’s supports.
Represent the organization at community activities to enhance the organization’s community profile.
Work with the EO to improve the strategic plan and associated processes, including budgeting and business expansions.
Work with the sales department jointly to agree on certain contribution margin that should have an effect on company annual operational cost annually and in special cases.
Work with the project management/services department to reduce projects direct costs, and draft out agreements with suppliers, consultants and agencies.
Oversee the planning, implementation, execution and evaluation of special projects and coordinate with the project management and services manager
Co-ordination of cross-functional feedback and recommendations for change.
Assist in reducing company operational and direct cost by working side by side with the sales department and project/service department to assist the company to stay competitive and to increase the increase each project
contribution manager which eventually increase the company NET profit margin Operational planning and management
Develop an operational plan, which incorporates goals, and objectives that work towards the strategic direction of the organization and have it passed by the EO.
Ensure that the programs and services offered by the organization contribute to the organization’s mission and reflect the priorities of the EO.
Ensure that the operation of the organization meets the expectations of its clients, Board and Shareholders, and suppo rt on reflecting a good image of the Company to its Suppliers/service Providers
Monitor the day-to-day delivery of the operation and services of the organization to maintain or improve quality and processes as required. And use all company approved templates (Procedure and forms) (FIN/P01/XX)
Make sure only approved and monitored dedicated forms are use, archive the old one and recorded all data as per the procedure
Make sure all direct reports process flow and procedure are followed, record are kept up to date and only approved templates are used (never use old one and take the templates from the dedicated folder as the templates might be updated from time to time without notice): HR documents: (ADM/P03/XX, ADM/P04/XX, ADM/P05/XX, ADM/P06/XX) can be used by the Facility manager as well
Oversee the efficient and effective day-to-day operation of the organization and work closely with the EO assistant to implement all company processes, and make sure that they are all met to achieve company overall goals.
Draft policies and prepare procedures to implement the organizational policies for the approval of the EO to present to the Board, review existing policies on an annual basis and recommend changes to the EO/Board as appropriate.
Provide support to the Board by preparing meeting agenda and supporting materials.
Refresh the acknowledgment policy, Contracts, Quality manuals, Processes/Workflow on annual bases and have all Company staff to sign it.
Ensure that the organization complies with all legislation
Identify and evaluate the risks to the organization’s people (clients, staff, and management), property, finances, goodwill, and image and implement measures to control risks, and to report each risk to the associated department and the EO to implement actions
Ensure the organization carries appropriate and adequate operational insurance coverage.
Assign/Distribute tasks to its direct reports
Ensure that sound bookkeeping and accounting procedures are followed.
Administer the funds of the organization according to the approved budget and monitor the monthly cash flow of the organization.
Ensure that the organization complies with all legislation covering taxation and withholding payments. Human resources planning and management (to assign some tasks or to duplicate to the HR and monitor the activities)
Determine staffing requirements for organizational management and programs delivery.
Oversee the implementation of the human resources policies, procedures and practices including the development of job description for all staff.
Establish a positive, healthy and safe work environment in accordance with all appropriate legislation and regulations.
Recruit, interview and select staff that have the right technical and personal abilities to help further the organization’s mission with the coordination with the direct report potential manager
Ensure that all staff receives an orientation to the organization and that appropriate training is provided.
Implement a performance management process for all staff which includes monitoring the performance of staff on an on-going basis and conducting an annual performance review with a support of the direct report manager.
Coach and mentor staff as appropriate to improve performance.
Discipline staff when necessary using appropriate techniques; release staff when necessary using appropriate and legally defensible procedures.
Set proper training for all TCCS staff for the daily internal operational activities and special training dedicated for each department discussed with the head of each function.
Ensure that the Board and staff understand the terms, conditions and limitations of their scope

Qualification Requirements

Education
University degree in a related Operation/finance field

Knowledge, skills and abilities

Knowledge of leadership and management principles as they relate to private business organizations sector
Knowledge of all federal and provincial legislation applicable to private sector including employment standards, human rights, occupational health and safety, taxation, insurance etc…
Knowledge of human resources management
Knowledge of financial management
Knowledge of project management
Knowledge of General CRMs tools
Familiar with ISO 9001-2015.

Personal characteristics
The Senior Operation Manager should demonstrate competence in some or all of the following:

Adaptability: Demonstrate a willingness to be flexible, versatile and/or tolerant in a changing work environment while maintaining effectiveness and efficiency.
Behave Ethically: Understand ethical behaviour and business practices, and ensure that own behaviour and the behaviour of others is consistent with these standards and aligns with the values of the organization.
Build Relationships: Establish and maintain positive working relationships with others, both internally and externally, to achieve the goals of the organization.
Communicate Effectively: Speak, listen and write in a clear, thorough and timely manner using appropriate and effective communication tools and techniques.
Creativity/Innovation: Develop new and unique ways to improve operations of the organization and to create new opportunities.
Focus on Client Needs: Anticipate, understand, and respond to the needs of internal and external clients to meet or exceed their expectations within the organizational parameters.
Foster Teamwork: Work cooperatively and effectively with others to set goals, resolve problems, and make decisions that enhance organizational effectiveness.
Lead: Positively influence others to achieve results that are in the best interest of the organization.
Make Decisions: Assess situations to determine the importance, urgency and risks, and make clear decisions, which are timely, and in the best interests of the organization.
Organize/Set priorities, develop a work schedule, and monitor progress towards goals, and track details, data, information and activities.
Plan: Determine strategies to move the organization forward, set goals, create and implement actions plans, and evaluate the process and results.
Solve Problems: Assess problem situations to identify causes, gather and process relevant information, generate possible solutions, and make recommendations and/or resolve the problem.
Think Strategically: Assesses options and actions based on trends and conditions in the environment, and the vision and values of the organization.Experience
10 or more years of progressive management/Finance experience in a private sector business organization.