Operations Coordinator

Luxehouze; Daerah Khusus Ibukota Jakarta; On-site; IDR 100.000.000 - 200.000.000; Full time

Job summary

A leading retail company in Jakarta is seeking an Operations Coordinator who will manage daily operational tasks, coordinate vendors, and ensure compliance with industry standards. The ideal candidate should have a Bachelor’s degree in Business Administration or Operations Management and at least 2 years of experience in operational roles. Proficiency in Microsoft Office and operational management software is essential. This role requires strong organizational skills and attention to detail to enhance operational efficiency.

Qualifications

• Proven experience in an operational role (2+ years) in the retail industry.
• Certifications in Lean Six Sigma or PMP are an advantage.
• Strong organizational and multitasking skills.

Responsibilities

• Coordinate daily operations and ensure timely task completion.
• Implement inventory management systems and conduct audits.
• Prepare performance reports and analyze operational efficiency.
• Plan and manage operational projects and vendor relationships.
• Ensure compliance with policies and maintain quality standards.
• Monitor budget expenditures and identify cost-reduction opportunities.
• Act as a point of contact for operational inquiries and customer satisfaction.

Skills

Operational management

Inventory management

Data analysis

Project coordination

Vendor management

Customer support

Budget management

Education

Bachelor’s degree in Business Administration or Operations Management

Tools

Microsoft Office Suite

ERP systems

Diagram.net or Visio

Job description

Responsibilities

1. Operational Management

• Coordinate daily operations and ensure all tasks are completed on time and to standard.
• Monitor and improve workflows and operational procedures to maximize efficiency.
• Assist in planning and implementing new processes or strategies to improve operations.
• Handle operational issues, troubleshoot problems, and provide timely solutions.
• Oversee staff schedules and workload distribution, ensuring team members have the necessary resources.

2. Inventory Management

• Accurate Stock Tracking: Implement systems to continuously monitor inventory levels, ensuring real-time tracking and minimizing discrepancies between physical stock and recorded inventory. This includes the use of barcode scanners, RFID, or inventory management software.
• Regular Audits and Reconciliation: Conduct frequent physical inventory counts and reconcile them with digital records to identify and resolve discrepancies early, such as shrinkage, misplacement, or data entry errors.
• Employee Training and Accountability: Educate staff on best practices for handling, storing, and tracking inventory. Ensure clear accountability for inventory movements to reduce errors, theft, or mismanagement and foster a culture of responsibility.

3. Process Monitoring, Data Analysis, and Reporting

• Collect, validate, and consolidate data from operational systems (CS, warehouse, logistics, etc.)
• Prepare daily, weekly, and monthly performance reports (SLA, productivity, backlog, aging, KPIs, etc.)
• Present regular reports on operational performance to senior management.
• Track and analyze Objective Key Results (OKRs) to evaluate operational efficiency.
• Analyze trends, root causes, and performance gaps.
• Provide actionable insights and recommendations to management.
• Support ad hoc analysis requests from management and stakeholders.
• Build and maintain dashboards and reporting templates.
• Ensure data accuracy, consistency, and timeliness.
• Maintain accurate records of operational processes, inventory, and other resources.
• Work closely with the operations team to understand processes and improve data quality.

4. Project Coordination

• Plan and manage operational projects from initiation to completion.
• Coordinate timelines, assign responsibilities, and ensure adherence to deadlines.
• Provide regular status updates to stakeholders and manage expectations effectively.

5. Vendor and Supplier Management

• Liaise with external vendors, suppliers, and partners to ensure service levels are met.
• Manage procurement processes, including ordering supplies and tracking inventory.
• Monitor contracts and maintain strong vendor relationships to ensure favorable terms.

6. Compliance and Quality Control

• Ensure operational activities comply with company policies, industry regulations, and legal requirements.
• Implement quality control measures to maintain high operational standards.
• Conduct regular audits and inspections to identify areas for improvement.

7. Budget and Cost Management

• Assist in preparing budgets for operational activities and monitor expenditures.
• Identify cost-reduction opportunities while maintaining quality and efficiency.
• Report budgetary issues or discrepancies to senior management.

8. Customer Support and Satisfaction

• Act as a point of contact for internal and external stakeholders regarding operational inquiries.
• Ensure customer needs are met by coordinating resources effectively.
• Monitor customer feedback and recommend operational improvements to enhance satisfaction.

Requirements

• Bachelor’s degree in Business Administration, Operations Management, or a related field (or equivalent experience).
• Proven experience in an operational role or similar position (typically 2+ years), preferably from the retail industry.
• Proficient in Microsoft Office Suite and operational management software (e.g., ERP systems).
• Certifications in process improvements (Lean Six Sigma, Kaizen), Project Management Professional (PMP) would be a plus point.
• Previous experience in developing business processes or workflows using diagram.net, Visio, or similar applications would be an advantage.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Problem-solving and critical thinking abilities.
• Attention to detail and commitment to quality.