Operations Manager

Job Overview

The Operations Manager is responsible for overseeing all aspects of Procurement Management, Office Administration, Human Resources and IT Administration within the organization.

Key Responsibilities

Procurement Management

• Procurement Strategy & Supplier Management
  • Identify, evaluate, and establish relationships with reliable suppliers and vendors.
  • Negotiate contracts, terms, and pricing agreements with suppliers to secure the best value.
  • Ensure delivery dates are optimal for the company.
• Sourcing & Purchasing
  • Source raw materials, components and services necessary for production.
  • Ensure timely procurement of materials to prevent production delays.
  • Process purchase requisitions (PRs), purchase orders (POs) and manage procurement documentation efficiently.
• Cost Control & Budgeting
  • Monitor procurement expenditures and work within allocated budgets.
  • Develop cost-saving initiatives without compromising quality or efficiency.
  • Conduct constant cost analysis and price comparisons to ensure competitive procurement practices.
• Compliance & Quality Assurance
  • Ensure all procurement activities comply with company policies and industry regulations.
  • Work closely with the related departments to ensure materials meet required specifications.
  • Maintain accurate procurement records and documentation for audits and reporting.
• Inventory & Logistics Coordination
  • Collaborate with warehouse and production teams to optimize stock management.
• Team Leadership & Reporting
  • Provide regular reports on procurement performance, cost savings, and supplier evaluations.
  • Participate in cross-functional meetings with production, finance, and operations teams

Shipment Coordination

• Manage the logistics of incoming and outgoing shipments
  • Source for quotations from shipping companies.
  • Handle any shipment-related issues or discrepancies.

HR Strategy & Planning

• Develop and implement HR strategies to align with the overall business strategy.
• Provide guidance and input on workforce planning, workforce wellbeing, and organizational development.
• Proactively engage fellow employees to ensure their well-being is taken care of.
• Instill discipline where necessary.
• Develop and oversee the performance appraisal system, ensuring regular performance reviews and effective feedback communication.
• Ensure HR policies, Employer Handbook and procedures are up-to-date and compliant with laws and regulations in Singapore.
  • Respond to employee inquiries regarding HR policies and procedures, providing clear and timely information.

Employee Relations & Engagement

• Foster a positive work environment through effective employee engagement strategies.
• Address employee relations issues, such as grievances, disciplinary actions, and performance improvement plans.

Compensation & Benefits

• Manage compensation and benefits programs to ensure competitiveness and alignment with organizational goals
• Review and analyze salary and incentives structures, job evaluations, and salary surveys

Recruitment & Talent Management

• Manage the end-to-end recruitment process, including sourcing, interviewing, and selecting candidates
• Develop and execute strategies to attract, retain, and develop talent
• Manage work passes for foreign employees
• Oversee onboarding processes to ensure smooth integration of new employees
• Manage Employee Corppass access

Training & Development

• Identify training needs and develop programs to enhance employee skills and knowledge.
• Oversee the creation and delivery of training programs, including leadership development, soft skills, and technical training.

Payroll Processing & Compliance

• Accurately process monthly payrolls for all employees.
• Ensure timely disbursement of salaries and other statutory payments.
• Ensure compliance with Singapore employment laws, regulations, and company policies.
• Handle CPF contributions, income tax submissions (IR8A), and other statutory requirements.
• Provide training for employees on claim submissions in the company’s HR software to support monthly payroll processing.

Administration & Office Management

• Organizing common areas, coordinating repairs and maintenance works and ensuring a clean and tidy workspace.
  • Manage relationships with external vendors and service providers, ensuring proper execution and maintenance of contracts and agreements.
  • Track expiry of contracts and licenses and take action to ensure renewal is done on time.
• Manage the office budget and ensure efficient use of resources.
• Manage office supplies, stationery, and pantry inventory to ensure a well-equipped work environment.
• Plan and organize company events, meetings, and other activities, ensuring smooth execution and coordination.

IT Administration

• Administer tasks relating to IT equipment, including computer notebooks and employee email accounts.
• Maintain an inventory of IT equipment, ensuring all devices are functional and up to date.
• Liaise with external vendors for website maintenance and Microsoft license management.
• Onboarding new employees by setting up necessary accounts and access to IT resources.
• Support data security compliance by adhering to established IT policies and protocols.
• Provide technical support to employees when they face IT issue.
• Maintain and update the company SharePoint site, ensuring that documents and resources are well-organized and accessible.
  • Train staff on how to effectively use SharePoint for document sharing and team collaboration.

Qualifications & Requirements

Professional Experience

• Minimum of 5 years of experience in procurement, human resources, operations management, or a similar role.
• Proven track record of leading HR and operational initiatives successfully.

Skills and Competencies

• Strong leadership skills with the ability to inspire and motivate teams.
• Ability to align HR and operational strategies with business goals.
• Excellent verbal and written communication skills with the ability to interact effectively at all levels.
• Proficiency in English language.

Knowledge of Local Regulations

• In-depth understanding of Singapore’s labor laws, regulations, and compliance requirements.

Personal Attributes

• Strong problem-solving skills with a proactive approach to challenges.
• Excellent interpersonal skills with the ability to build and maintain effective relationships.
• Willingness to learn and learn quickly as we are a growing SME.