Operations Manager

The Operations Manager is responsible for supporting the day-to-day operations of the business and ensuring all administrative, logistical, financial, and operational functions run efficiently. This role acts as the primary operational support to the Project Manager, coordinating internal projects, external vendors, staff, finance administration, logistics, facilities, recruitment, shipping, and general business operations.

The ideal candidate is highly organized, proactive, detail-oriented, resourceful, and capable of managing multiple priorities while ensuring nothing falls through the cracks. This person takes ownership, anticipates business needs, and helps build the operational foundation as the company grows.

• Act as the primary operational support to the Project Manager.
• Assist with day-to-day priorities and special projects.
• Coordinate and follow up on tasks across all departments.
• Prepare reports, presentations, and operational updates when required.
• Anticipate upcoming business needs and proactively resolve operational issues.
• Take ownership of operational execution so the Project Manager can focus on product development, strategic planning, and business growth.
• Assist the Project Manager with any other operational or administrative tasks as required.

• Assist in securing and setting up office premises.
• Coordinate office fit-out and workspace organization.
• Purchase and manage office furniture, equipment, and supplies.
• Ensure office operations run efficiently.
• Maintain office inventory.
• Prepare fitting spaces, meeting rooms, and work areas with all required equipment, tools, and materials.

• Assist in sourcing and setting up warehouse facilities.
• Coordinate warehouse setup, shelving, equipment, and operational requirements.
• Help establish warehouse processes and procedures.
• Work closely with the Fulfilment Manager as warehouse operations expand.

• Prepare and publish job advertisements.
• Screen incoming applications.
• Pre-select suitable candidates.
• Coordinate interviews.
• Assist with onboarding new employees.
• Maintain employee documentation and records.

• Coordinate supplier and factory payments following Project Manager approval.
• Liaise with the Accounts department to ensure payments are processed correctly and on time.
• Follow up on payment confirmations and bank transfer documentation.
• Monitor supplier payment status.
• Ensure salaries are processed correctly and on schedule.
• Coordinate with accountants regarding operational finance matters.
• Track invoices and payment deadlines.

• Coordinate inbound and outbound shipments.
• Arrange courier, freight, and international shipping services.
• Prepare shipping documentation.
• Liaise with customs brokers and shipping companies.
• Handle customs-related requirements and documentation.
• Track shipments and resolve logistics issues.
• Coordinate deliveries between factories, suppliers, warehouses, and customers.

• Arrange business travel.
• Coordinate flights, accommodation, transportation, visas, and factory visits.
• Prepare travel itineraries.
• Coordinate travel schedules for staff visiting factories, suppliers, or business meetings.

• Source office furniture, equipment, and operational services.
• Obtain quotations and compare suppliers.
• Negotiate pricing where appropriate.
• Coordinate purchases following approval.
• Maintain supplier relationships.

• Coordinate relationships with factories, suppliers, and external service providers.
• Liaise with attorneys, accountants, web developers, marketing agencies, IT providers, couriers, insurance providers, government…