Operations Manager

Responsibilities, Functions and Ownership:

A. Work Format and Operational Discipline

1. Control daily operational routine.
2. Make sure operational tasks are added to weekly sprint or task tracker.
3. Make sure deadlines, responsible people, and results are clear.
4. Make sure task statuses are updated regularly.
5. Make sure blockers have proposed solutions.
6. Coordinate with office employees, sales, finance, HR/legal, service, and technical team.

B. Sales to Operations Handover

1. Receive new client orders from sales.
2. Check that handover from sales is complete.
3. Check client name, product, specification, location, price, payment status, timeline, and special requests.
4. Check that invoice and payment confirmation are available.
5. Check that client folder is created.
6. Reject incomplete handover until missing information is provided.

C. Order Launch and Supplier Control:

1. Confirm that order is ready to start production.
2. Confirm management approval if needed.
3. Confirm supplier payment status.
4. Send final specifications to supplier or production team.
5. Confirm production start date.
6. Confirm production deadline.
7. Add order to operational tracker.
8. Receive regular supplier updates for each active order.
9. Request photos/videos from suppliers when needed.
10. Track supplier delays and production risks.
11. Escalate supplier problems with proposed solutions.

D. Quality Control

1. Organize quality control before delivery.
2. Make sure products are checked for visible defects.
3. Make sure barrels/ice baths are tested for leaks where applicable.
4. Make sure chillers are tested before delivery.
5. Make sure barrel/ice bath and chiller are tested together where applicable.
6. Collect photo/video proof of QC.
7. Make sure QC checklist is completed.
8. Decide whether product is ready for delivery or needs correction.

E. Delivery and Installation

1. Coordinate delivery date with client, sales, supplier, and technical/delivery team.
2. Confirm object readiness before installation.
3. Confirm transport/taxi if needed.
4. Confirm installation team.
5. Confirm that documents are ready before installation.
6. Confirm that final payment readiness is checked before installation.
7. Receive photo/video proof after delivery and installation.
8. Solve delivery/installation issues through the correct responsible people.

F. Documents and Final Payment

1. Prepare act of acceptance.
2. Prepare act of installation if applicable.
3. Make sure documents are ready before final installation.
4. Make sure signed documents are collected after installation.
5. Make sure signed documents are uploaded to the client folder.
6. Control that final invoice is prepared.
7. Control that sales received written confirmation from the client about final payment.
8. Do not allow high-risk delivery or installation without payment/document control.

G. Warranty Card and Handover to Service

1. Make sure warranty card is prepared on the client’s name.
2. Make sure warranty period and service obligations are clear.
3. Make sure warranty information is added to the warranty/service table.
4. Make sure warranty card is given to the client after final payment and signed acceptance.
5. Hand over the client to the Service Manager after the order is closed.

H. Client Folder Control

1. Control that each client folder contains all required documents.
2. Required documents may include invoice, payment confirmation, client contract, supplier contract, product specification, QC proof, acceptance act, installation act, warranty card, and service obligations.
3. Coordinate with Sales, Finance, HR/Legal, and Business Assistant to complete missing files.

I. Search for New Suppliers and Contractors

1. Search for new suppliers or contractors when assigned by CEO or co-founders.
2. This may include small suppliers, operational vendors, logistics vendors, installation support, technical vendors, local workshops, material suppliers, or emergency alternatives.
3. Prepare supplier checklist depending on supplier type.
4. Contact supplier candidates.
5. Collect prices, timelines, warranty terms, examples of work, production capacity, and legal/company details if needed.
6. Compare supplier options.Negotiate basic terms and company requirements.
7. Recommend the best option.
8. Arrange meeting with CEO or co-founder if supplier matches company requirements.

J. Information for Sales

1. Keep sales team updated on operational timelines, product availability, production terms, supplier changes, warranty terms, and limitations.
2. Organize updates of sales materials through Business Assistant when needed.
3. Make sure sales team has current product and operational information.

K.Reporting

1. Prepare daily task plan at the start of the day.
2. Update task statuses during the day.
3. Send end-of-day operational report.
4. Prepare weekly sprint every Monday.
5. Update weekly sprint results every Friday.