Operations Manager

SUMMARY:
Operations Manager

purpose:

To ensure the effective and efficient management of the operations within the KZN contract, lined to specific business activities, but not limited.


Key Responsibilities:

1. Operations Planning and Processes.
 

• Ensure proper planning to maintain stable and productive operations within Cost per unit sites.
• Ensure daily tracking yard of operations activity including security is managed.
• Ensure all manpower is planned and executed according to budget and no over expenditure, unplanned manpower that is not receovered via the customer.
• Ensure KPI tracking is updated and sent to customer daily in line with tracking and billing requirements.
• Ensure accurate dispatch according to K-sheet with zero discrepancies.
• Ensure accurate and 100% billing linked to all business units.
• Ensure all operational requirements are met as per customer requirements and planned KPI completed as per customer requirement.
• Highlight all deviations to customer and focus on continuous change to effectively plan and communicate change point to all relevant role players within operations.
• Investigate and understand all customer requirements according to customer quality manuals or their specific requirements.
• Monitor, lead and guide supervisors, subordinates and to ensure optimal operations.
• Ensure optimal use of Outsourced manpower to facilitate business requirement and monitored in line with budget.
• Ensure on time and accurate invoicing send to finance within required deadlines.
• Through clear communication ensure any deviations are highlighted to the customer with a plan to catch back any shortfall.
• Work closely with SHEQ department to maintain safety standards as per company and customer requirement.
• Ensure all safety aspects are maintained in operations to ensure safe working environment.
• Partake in all safety walks, meetings as per company and customer requirements.
• Develop process flows to maintain streamlined operations.
• Monitor hourly operational stats in line with plan and KPI.

• Ensure that the V-Motion + SAP Yard Management system is fully updated accordingly. 100% inventory.
• Conduct monthly stock counts to ensure inventory is accurate and all stock is accounted for.
• Work closely with Systems administrator to ensure system is functioning and meets the operational requirements.
• Ensure that team members on the shop floor are trained and understand the V-motion system.
• Ensure Supervisors manage the system data to ensure integrity of information.
• Develop and implement manual processes to run operations in an event of downtime on the V-Motion or Clients systems.
• Ensure that all customer requirements for KPI’s, Reports are managed and accurate.

• Ensure that all Supervisors and Team Leaders have the correct knowledge, understanding and skill level required to perform their job functions efficiently and effectively.
• Effective implementation of processes and procedures within operations.
• Ensure all SOPs are updated and a live working document in line with processes.
• Ensure workforce stability by continuous mentoring, guiding, and teaching employees.
• Establish staff training requirements and facilitate the necessary training highlighted for improvements within the operations.
• Ensure that Supervisors accuracy on Time and Attendance, monitor and control.
• Ensure that overtime is monitored and allocated evenly to ensure compliance with legislation and still meet customers’ requirements.
• Effective planning and management of outsource staff as and when required.
• Effective planning of resources to streamlined operations at planned 95 percent efficiency.

• Management of Damage reduction at all sites of responsibility.
• Manage the budgets aligned to each contract in relation to damages. Focus on cost reduction.
• Manage the damage KPI and report as per SLA.
• Continuous focus on damage reduction through thorough investigation and mitigation to prevent reoccurrence.
• Manage service providers costs and challenge quotations and repairs costs.

• Ensure entire fleet linked contract specific is maintained and operational.
• Manage all repairs and maintenance within budget costs and fleet controller.
• Manage all rental costs.

• Maintain and report on Key Performance Indicators as required by the customer and company.
• Ensure that operations are managed to meet and exceed the minimum KPI targets stipulated by customers.
• Ensure that KPI’s are maintained, and accurate information is updated monthly.

• Ensure all employees are trained in accordance with the standard level required to support customer requirements and understand all safety requirements within the operations.
• Safety first mindset in everyday operations and focus on LTI’s.
• Ensure all Accident/Incidents are investigated and key focus on prevention of reoccurrence.
• Focus on Risk Areas and ensure all employees are aware as per Risk Map.
• Attend SHEQ meetings and assist with controlling and monitoring of all aspects of SHEQ awareness.
• Complete, record and report on all accidents and incidents to relevant role players.
• Strong focus on Work Habits and Job Observations to reduce risks to Team Member.
• Ensure 5 S principles applied in workplace.
• Ensure SHEQ internal audit plan dates are noted and ensure that necessary action take to ensure that department is always ISO ready.

• Ensure all members are trained within the operations in relation to Damages and handover according to OEM spec.
• Escalate any quality related issues to relevant Client and Company role-players.
• Ensure process quality adherence in supply chain to maintain KPI.
• Ensure all quality gates are equipped with the required resources.
• Conduct regular audits on staff to ensure yard standard quality is maintained.
• Ensure 100% accurate Scanning activities on company systems.
• Monitor Exception Reports and update company systems with deviations.

• Achieve daily department plans and escalate any deviations and track this hourly.
• Ensure the department runs optimally to prevent dwelling and aging of stock and escalate any deviations.
• Monitor delivery KPI ensure all targets are achieved.
• Ensure that daily KPIs are updated by end of shift.
• Ensure effective hand over are done and distributed with accurate information by close of business daily.

• Monitor wage, overtime and ad hoc cost and ensure all costs are in line with budget.
• Manage daily outsource cost to be inline with the business budget.
• Closely monitor daily cost per unit in line with budget.
• Escalate any deviations to Regional Operations Manager.

• Ensure that a pre-shift meeting is done daily.
• Ensure that Team Leaders has the correct and sufficient resources for the team to achieve the daily targets as planned.
• Plan daily Shift requirements and ensure that staff are effectively utilised in all areas of Operations.
• Plan replacements for absentees and action immediately.
• Visual shop floor presence 80% with strong focus on prior to lunch and shift end.
• Ensure that all planning of Outsource staff (OS) is done efficiently and effectively.
• Ensure company property is monitored and controlled daily.
• Conduct daily absenteeism tracking and support Supervisor with return-to-work interview.
• Ensure all employees are given on the job training Bi-Annually.
• Ensure you have a robust rotation plan for all employees.
• Lead, motivate employees to ensure productive workforce.
• Lead, motivate employees to ensure productive workforce.
• Ensure adherence to all rules, regulations, take appropriate corrective disciplinary action where necessary.
• Ensure all employees comply with SHEQ rules and regulations.
• 100% PPE adherence on shop floor.
• Ensure all OS are skilled and trained in accordance with Operational Requirement before utilisation in operations.
• Ensure supervision in adherence to ISO 9001, 14001 and 18001 standards.

• Support company and customer drives for continuous improvement in operations.
• Support the effective implementation of day-to-day ad-hoc customer requirements by effective planning and communication with follow up.
• Work on reduction of accidents/damages; closely work with the Damage coordinator.
• Work with Senior Supervisors to develop and implement corresponding Work Instructions and SOPs to support Operations.
• Implement a framework to train and assess team member’s skill levels on all Standard Operating Procedures.
• Implement a periodic training matrix to ensure continuous improvements in team member skill levels.
• Increase team member adoption to standardised work and adherence to processes.
• Constantly exploring continuous improvement solutions to deliver reduction in damages, double handling and lead time improve productivity, simplify processes and efficient cost saving initiatives
• Work closely with SHEQ to maintain ISO9001:2008 and ISO14000 accreditations

POSITION INFO:
EDUCATION & EXPERIENCE
 

• 10-15 years working experience in a vehicle logistics and/or yard management environment.
• Some technical fitment knowledge will be advantageous.
• Diploma/Degree or studying towards a diploma/degree in Logistics.
• Proven understanding of effectively utilising system solutions to successfully run operations.
• Effective management of staff (over 80 employees at 1 site)
• Effective utilisation of resources to run lean operations.
• Must have sound computer knowledge and applications at an advance level (Full MS Office Suite, Supply Chain Management Systems, Yard Management Systems).

• Pro-active -  Advanced level
• Communication - Advanced level
• Organisational skills - Advanced level
• Interpersonal skills - Advanced level
• Analytical ability - Advanced level
• Methodical and Process Orientation – Advanced level
• Results Driven - Advanced level
• Leadership skills - Advanced level
• Self Management – Advanced level
• People Management – Advanced level
• Visual Management – Advanced level
• Customer focus – Advanced level