Position Overview

The Operations Manager is responsible for supporting the day-to-day operations of the business and ensuring all administrative, logistical, financial, and operational functions run efficiently. This role acts as the primary operational support to the Project Manager, coordinating internal projects, external vendors, staff, finance administration, logistics, facilities, recruitment, shipping, and general business operations.

The ideal candidate is highly organized, proactive, detail-oriented, resourceful, and capable of managing multiple priorities while ensuring nothing falls through the cracks. This person takes ownership, anticipates business needs, and helps build the operational foundation as the company grows.

Key Responsibilities

Project Manager Support

• Act as the primary operational support to the Project Manager.

• Assist with day-to-day priorities and special projects.

• Coordinate and follow up on tasks across all departments.

• Prepare reports, presentations, and operational updates when required.

• Anticipate upcoming business needs and proactively resolve operational issues.

• Take ownership of operational execution so the Project Manager can focus on product development, strategic planning, and business growth.

• Assist the Project Manager with any other operational or administrative tasks as required.

Office & Facilities

• Assist in securing and setting up office premises.

• Coordinate office fit-out and workspace organization.

• Purchase and manage office furniture, equipment, and supplies.

• Ensure office operations run efficiently.

• Maintain office inventory.

• Prepare fitting spaces, meeting rooms, and work areas with all required equipment, tools, and materials.

Warehouse & Fulfilment Setup

• Assist in sourcing and setting up warehouse facilities.

• Coordinate warehouse setup, shelving, equipment, and operational requirements.

• Help establish warehouse processes and procedures.

• Work closely with the Fulfilment Manager as warehouse operations expand.

Recruitment & HR Support

• Prepare and publish job advertisements.

• Screen incoming applications.

• Pre-select suitable candidates.

• Coordinate interviews.

• Assist with onboarding new employees.

• Maintain employee documentation and records.

Finance Administration

• Coordinate supplier and factory payments following Project Manager approval.

• Liaise with the Accounts department to ensure payments are processed correctly and on time.

• Follow up on payment confirmations and bank transfer documentation.

• Monitor supplier payment status.

• Ensure salaries are processed correctly and on schedule.

• Coordinate with accountants regarding operational finance matters.

• Track invoices and payment deadlines.

Logistics & Shipping

• Coordinate inbound and outbound shipments.

• Arrange courier, freight, and international shipping services.

• Prepare shipping documentation.

• Liaise with customs brokers and shipping companies.

• Handle customs-related requirements and documentation.

• Track shipments and resolve logistics issues.

• Coordinate deliveries between factories, suppliers, warehouses, and customers.

Travel & Logistics Coordination

• Arrange business travel.

• Coordinate flights, accommodation, transportation, visas, and factory visits.

• Prepare travel itineraries.

• Coordinate travel schedules for staff visiting factories, suppliers, or business meetings.

Procurement & Purchasing

• Source office furniture, equipment, and operational services.

• Obtain quotations and compare suppliers.

• Negotiate pricing where appropriate.

• Coordinate purchases following approval.

• Maintain supplier relationships.

Vendor & Supplier Management

• Coordinate relationships with factories, suppliers, and external service providers.

• Liaise with attorneys, accountants, web developers, marketing agencies, IT providers, couriers, insurance providers, government service providers, and other business partners.

• Coordinate contracts, quotations, and service agreements.

• Follow up on outstanding deliverables and deadlines.

Contracts & Documentation

• Organize and maintain company documentation and records.

• Coordinate contract preparation, signatures, and filing.

• Maintain supplier agreements, NDAs, and operational documents.

• Track contract renewal dates and important business deadlines.

Compliance & Government Administration

• Coordinate business licence renewals.

• Assist with visa and Emirates ID applications and renewals.

• Coordinate government approvals and documentation.

• Liaise with PRO services where required.

• Maintain company compliance records.

Meeting Coordination

• Schedule meetings with suppliers, factories, partners, and staff.

• Coordinate calendars.

• Prepare meeting agendas where required.

• Record action items and ensure follow-up.

Reporting

• Prepare operational reports and summaries.

• Track operational KPIs and project deadlines.

• Monitor outstanding shipments, payments, projects, and action items.

• Provide regular progress updates to management.

Continuous Improvement

• Develop and maintain Standard Operating Procedures (SOPs).

• Improve business systems and operational workflows.

• Identify opportunities to automate or streamline processes.

• Help build scalable operational infrastructure as the company grows.

Requirements:

Required Skills & Experience

• Strong organizational and project management skills.

• Excellent communication and interpersonal skills.

• Exceptional attention to detail.

• Ability to manage multiple priorities simultaneously.

• Strong problem-solving and decision-making abilities.

• Experience in operations, administration, project coordination, or business management.

• Experience coordinating logistics, finance administration, recruitment, and supplier management.

• High level of professionalism and discretion.

• Proactive mindset with the ability to work independently.

• Strong proficiency with Microsoft Office and Google Workspace.

• Professional written and spoken English.

• Ability to travel when required.

Success Measures

• Business operations run efficiently with minimal supervision.

• Projects remain on schedule and deadlines are consistently achieved.

• Payments, salaries, shipments, customs, and travel arrangements are managed accurately and on time.

• Recruitment and onboarding processes are well organized.

• Office and warehouse operations are established and maintained effectively.

• Company documentation and operational systems remain organized and up to date.

• Operational issues are anticipated and resolved proactively.

• The Project Manager is able to focus on strategic priorities while day-to-day operations are executed efficiently.