Job Summary

The Operations & Administration Manager is responsible for overseeing the company's day-to-day operations, ensuring seamless coordination between the Sales, Warehouse, Logistics, Administration, and Government Relations functions. The role is accountable for driving operational efficiency, ensuring timely order fulfillment, maintaining inventory accuracy, managing administrative processes, overseeing payroll preparation, and ensuring full compliance with governmental regulations.

The Operations & Administration Manager acts as the central point of coordination between commercial operations and administrative functions, ensuring that the organization operates efficiently while supporting business growth and maintaining regulatory compliance.

Key Responsibilities
1. Operations Management
Lead and supervise the daily operations of the Sales, Warehouse, Logistics, and Administration departments.
Develop, implement, and continuously improve operational policies, procedures, and Standard Operating Procedures (SOPs).
Ensure effective coordination between departments to achieve operational excellence.
Identify process improvement opportunities to increase productivity and reduce operational costs.
Monitor operational performance and implement corrective actions where necessary.
2. Sales Operations
Oversee the daily activities of the Sales Team.
Monitor sales performance against targets and KPIs.
Ensure timely processing and fulfillment of customer orders.
Coordinate with warehouse and logistics teams to ensure product availability and on-time deliveries.
Prepare operational sales reports and forecasts.
Support customer relationship management and key account coordination.
3. Warehouse & Inventory Management
Supervise warehouse operations, including receiving, storage, inventory control, picking, packing, and dispatch.
Ensure inventory accuracy through regular stock counts and audits.
Monitor inventory levels and coordinate replenishment with procurement.
Minimize inventory losses, damages, and stock discrepancies.
Ensure warehouse safety, cleanliness, and compliance with company standards.
4. Logistics & Distribution
Manage transportation and delivery operations.
Ensure timely and cost-effective product distribution.
Optimize delivery routes and fleet utilization.
Coordinate with transport providers and logistics partners.
Monitor delivery performance and customer satisfaction.
Resolve logistics-related issues efficiently.
5. Administration
Oversee all administrative operations and office management activities.
Ensure proper filing and maintenance of company records and documentation.
Supervise office facilities, supplies, and administrative resources.
Maintain company licenses, permits, and official documentation.
Ensure compliance with internal administrative procedures.
6. Payroll & Employee Administration
Review attendance records and overtime reports prior to payroll processing.
Prepare and validate monthly payroll data in coordination with Finance or HR.
Monitor employee leave balances and attendance records.
Maintain employee personnel files and employment documentation.
Coordinate employee onboarding and exit administrative procedures.
Ensure payroll-related records are accurate and confidential.
7. Government Relations & Compliance
Manage relationships with governmental authorities and regulatory bodies.
Coordinate the processing and renewal of company licenses, registrations, permits, and certifications.
Follow up on labor office requirements, social security (NSSF or equivalent), tax authorities, municipalities, customs, and other governmental entities.
Ensure timely submission of statutory reports and required documentation.
Monitor legislative and regulatory changes affecting company operations.
Coordinate inspections and audits conducted by government authorities.
8. Financial & Cost Control
Monitor operational expenses and departmental budgets.
Identify opportunities for cost optimization.
Review operational expenditures for compliance with approved budgets.
Prepare operational reports for senior management.
Assist management in financial planning and operational forecasting.
9. Leadership & Team Management
Lead, mentor, and develop Sales, Warehouse, Logistics, and Administrative teams.
Set departmental objectives and performance expectations.
Conduct performance evaluations and coaching sessions.
Identify training and development needs.
Promote a culture of accountability, collaboration, and continuous improvement.
10. Health, Safety & Compliance
Ensure compliance with company policies and applicable laws.
Maintain workplace health and safety standards.
Conduct operational and administrative audits.
Ensure compliance with quality and operational standards.
Promote risk management and business continuity practices.
11. Reporting & Strategic Support
Prepare operational dashboards and management reports.
Monitor KPI