Assistant Operations Manager

Quality Leads BPO; Lapu-Lapu; On-site; PHP 900,000 - 1,200,000; Full time

Job summary

Quality Leads BPO is seeking an Operations Leader to drive the site’s efficiency, staff performance, and culture. You will lead teams, coordinate scheduling, and ensure safety, quality, and adherence to procedures across all shifts.

Daily responsibilities include managing labour allocation to jobs, supervising supervisors, handling timesheets, and overseeing purchase orders and vehicle maintenance. You will also ensure SiteDocs compliance and streamline processes with modern tooling like

Qualifications

• Experience leading operations teams.
• Strong organisational and communication skills.

Responsibilities

• Lead the team by example, embracing company culture in actions and communication
• Lead and support staff with accountability and high performance
• Supervise staff and subcontractors to ensure safety and quality
• Enforce standards on performance, safety, quality, attendance, and culture
• Support General Manager and assist other areas as needed
• Contribute to business growth and development
• Schedule jobs to maximise staff utilisation and quality
• Lead weekly KPI meetings
• Develop and streamline processes and systems
• Direct inquiries to appropriate team members
• Ensure adherence to procedures and reporting
• Allocate labour hours and materials daily
• Assist supervisors with job management
• Review jobs with Site Supervisors and prepare invoicing
• Monitor progress and maintain accurate job data
• Oversee job management system to maximise value
• Allocate labour to correct jobs
• Manage penalties and on-call allowances
• Approve timesheets for payroll
• Record staff notes and photos
• Ensure correct check-ins/outs
• Manage leave requests and scheduling updates
• Manage purchase orders and follow up items
• Track PO status and completion
• Manage monthly vehicle inspections
• Coordinate servicing and repairs
• Manage SiteDocs requests and sign-offs
• Ensure inductions and compliance on time

Tools

Monday.com

Ascora

Job description

Leadership & Team Management

• Lead the team from the front by demonstrating and embracing company culture through all actions, behaviours, and communication
• Lead and support staff in a positive manner, encouraging accountability and high performance
• Supervise and manage operational staff and subcontractors to ensure safety, productivity, quality, and performance standards are met
• Hold staff accountable to company standards relating to performance, safety, quality, attendance, and culture
• Support the General Manager and assist other areas of the business as required
• Contribute to the ongoing growth and development of the business

Operations & Scheduling

• Schedule all jobs to maximise staff utilisation, efficiency, customer service, and quality outcomes
• Organise and lead weekly operational KPI meetings with the team
• Develop, improve, and streamline processes and systems to increase
• Manage incoming phone calls and direct enquiries to the appropriate team members
• Ensure all staff follow company procedures, protocols, systems, administration, and reporting requirements

Job Management

• Ensure labour hours and materials are correctly allocated to jobs daily
• Assist Supervisors and Site Supervisors with job management as required
• Review jobs with Site Supervisors and prepare completed work for invoicing
• Monitor job progress and ensure job information is accurate and up to date
• Drive and oversee effective use of the job management system to ensure maximum value is achieved

Daily Timesheet Management

• Ensure labour is allocated against the correct jobs
• Manage penalty rates, on-call allowances, and stand-down timesheet entries
• Review and approve timesheets for payroll processing
• Ensure staff job notes and photos are recorded correctly
• Ensure staff are checking in and out of jobs as required
• Manage staff leave requests and update scheduling systems accordingly

Purchase Orders & Administration

• Manage purchase orders and follow up outstanding items as required
• Track and monitor purchase order status and completion

Vehicle Management

• Manage monthly vehicle inspections/checks completed by staff
• Coordinate vehicle servicing, maintenance, and repair requirements

SiteDocs & Compliance

• Manage SiteDocs staff requests and scheduled sign-offs
• Ensure required inductions, documentation, and compliance requirements are completed on time

Skills & System Requirements

• High-level competency with computer systems and technology
• Advanced experience using Monday.com https://monday.com?utm_source=chatgpt.com
• Strong working knowledge and experience with Ascora https://www.ascora.com.au?utm_source=chatgpt.com or similar job management systems
• Strong capability using emails, spreadsheets, and general business software applications
• Strong organisational skills with attention to detail and the ability to manage multiple priorities simultaneously