OPERATIONS ASSISTANT - FC04 (ALT1688)

Job Purpose:
The Operations Assistant role is a critical non-chef role within the business, encompassing responsibilities across several areas including ERP, Planning, Specification, New Product Development (NPD), Admin, and Food Production. This position supports operational demands by addressing diverse tasks and KRAs tailored to each specific function.

Key Result Areas

1. Coordinate with internal departments by aligning production schedules, sharing safety best practices, and ensuring consistent communication to achieve production targets and KPIs.
2. Collaborate with cross-functional teams and departments, including Food Safety, Quality, Hygiene, Operations Specifications, ERP, Sourcing Solutions, Engineering, and New Product Development (NPD), to support trials and ensure the successful launch of new products.
3. Maintain accurate HACCP production records, including wastages, label verification, while recommending and implementing improvements to minimize wastages and errors.
4. Ensure compliance with QHSE, food safety standards, and safety protocols by following FIFO methods, verifying work orders, enforcing the use of personal protective equipment (PPE), and adhering to standard operating procedures (SOPs) to reduce risks, maintain regulatory standards, and ensure a safe working environment.

ERP:

1. Assist in managing and optimizing ERP data to ensure accurate record-keeping, leading to better inventory control and streamlined procurement processes.
2. Generate regular ERP system reports to provide management with actionable insights, improving decision-making and operational efficiency.
3. Collaborate in ERP system upgrades and troubleshooting to ensure continuous system improvement, reducing downtime and increasing productivity.
4. Identify process improvements within the ERP system to achieve time and cost savings, enhancing overall operational efficiency.
5. Upload recipes and update improved versions in the ERP system, informing the finance team for cost roll-up purposes, supporting accurate product costing and financial forecasting.
6. Record supplier delivery receipts in real-time to maintain accurate inventory and place raw material orders based on the Master Production Schedule (MPS), ensuring up-to-date stock levels, optimized material availability, and reduced supply chain disruptions.

Planning:

1. Update the master production schedule and prioritize meal lists to ensure efficient meal planning and accurate daily/monthly reporting, driving seamless production operation.
2. Coordinate daily production activities between high-care and low-care teams to ensure smooth workflow, minimize bottlenecks, and meet production deadlines.
3. Monitor demand requirement trends and analyse sales/purchase orders to support material, capacity, and production planning, helping to meet customer expectations and optimize resource utilization.
4. Assist in capacity analysis of equipment and material requirements to ensure production capability matches demand, preventing shortages or overproduction while supporting operational efficiency.

Product Development:

1. Prepare meals and Ready-to-Heat products for sensory evaluation by defrosting, reheating, documenting through photographs and detailed reports, and ensuring traceability records are maintained in full compliance with established protocols, directly contributing to product quality assurance and refinement.
2. Maintain stock and availability of gold-standard meals for sensory evaluations, ensuring consistent benchmarks for product quality and taste.
3. Update and maintain meal specifications for sensory evaluation and communicate required changes to the specification team, supporting precise product development and documentation.
4. Organize and maintain all sensory records according to standard processes, ensuring data accuracy and accessibility for future product development and reviews.
5. Provide administrative and logistical support to the NPD team during menu creation and product development, ensuring smooth operations and timely completion of tasks.

Admin:

1. Oversee employee records, manage Coupa requests and generate invoices to ensure accurate processing and enhance operational efficiency.
2. Prepare, publish, and maintain comprehensive reports and analyses for management to aid in decision-making and strategic planning.
3. Update and maintain files, documentation, and databases in compliance with company policies to ensure confidentiality and adherence to regulations.
4. Provide comprehensive administrative support to enhance departmental efficiency, including managing schedules, coordinating daily operations, and overseeing timekeeping, attendance, and leave schedules.
5. Serve as a reliable backup within the department to ensure continuity during peak periods or absences.

Food Production:

1. Assist in production resources such as labelling, finished product by developing work schedules, assigning, assisting and verifying tasks to enhance operational efficiency and team productivity.
2. Support the Master Production Schedule and Work Order processes by identifying and resolving discrepancies, ensuring that production goals are consistently met.
3. Maintain quality standards by monitoring meal presentation and production processes, offering feedback on non-compliant products, and implementing corrective and preventive actions.

Equipment Support:

1. Participate in weekly engineering meetings to communicate key updates, record and track action points, and ensure timely resolution of engineering-related issues.
2. Conduct risk assessments and report to engineering and safety team as needed, to identify potential hazards and implement corrective actions to enhance workplace safety.
3. Perform basic maintenance and fault diagnosis on equipment to minimize downtime by liaising with the engineering team for prompt fault rectification and keeping detailed records of all maintenance activities.

Education Qualification:

1. A high school diploma or equivalent.
2. Additional education or certification in administration or hospitality is preferred.

Work Experience:

1. Minimum 3 years of experience in hospitality or food related industry.

Skills:

1. Proficient in Microsoft Office
2. Strong verbal and written communication skills
3. Skilled at maintaining professional relationships, working as part of a team, and providing support to colleagues and supervisors
4. Ability to manage multiple tasks and responsibilities efficiently
5. Ability to cross-verify information
6. Excellent time management skills, with ability to prioritize workload
7. Demonstrates personal accountability by taking full ownership of actions.