Operations Officer at Magnate Ventures

JOB DESCRIPTION

1. County Payments:
   1. Posting county payment in ERP in an accurate manner with minimal errors;
   2. Accurate Reconciliation of County Payments on a weekly basis and sharing the report to relevant individuals for their taking and decision making.
   3. Having a database for all county payments and works currently running and progress of the payments.
2. Landlord Management;
   1. Ensuring that all Landlord’s leases/contract are valid and renewed on time without fail
   2. Ensuring that all landlord’s payments are made on time and their respective invoices are received on time.
   3. Escalation of any challenges encountered in a timely manner for intervention and documentation of the same. 
3. Project Coordination.
   1. Collaborate with account managers, creative teams, and clients to understand project requirements and timelines.
   2. Coordinate project schedules, deadlines, and deliverables to ensure timely completion of projects.
   3. Monitor project progress and proactively identify and address any issues or bottlenecks.
4. Resource Management.
   1. Manage resources such as equipment, and materials to support project needs.
   2. Coordinate with internal departments to allocate resources efficiently and optimize utilization.
   3. Anticipate resource requirements for upcoming projects and plan accordingly.
5. Workflow Optimization.
   1. Streamline operational processes and workflows to improve efficiency and productivity.
   2. Identify opportunities for automation or process improvements to enhance operational effectiveness.
6. Budget Management.
   1. Assist in budget planning and monitoring for projects and operational expenses.
   2. Track expenditures, reconcile invoices, and maintain accurate records of financial transactions.
   3. Collaborate with finance department to ensure adherence to budgetary guidelines and financial goals.
7.  Contract and Vendor Management.
   1. Ensuring all contracts for the clients are valid and any amendments are well documented for reference.
   2. Updating the operations department on new developments of the contracts;
   3. Liaise with external vendors, suppliers, and contractors to procure goods and services as needed.
   4. Negotiate contracts, pricing, and terms with vendors to achieve cost savings and value-added benefits.
   5. Evaluate vendor performance and maintain positive relationships to ensure reliable and high-quality service delivery.
8. Quality Assurance.
   1. Implement quality control measures to maintain high standards of deliverables and customer satisfaction.
   2. Conduct regular reviews and inspections to identify and resolve any quality issues or discrepancies.
   3. Monitor client feedback and incorporate improvements to enhance service quality and exceed expectations
9. Reporting;
   1. Attending of the weekly departmental meeting without fail
   2. Documentation of the weekly departmental minutes and circulating them on time to members ahead of the next meeting clearly highlighting key action points for all.
   3. Preparation and circulating of new site reports without fail
   4. Monitoring of occupancy of sites and giving a detailed report of any discrepancies noted. 
   5. Preparation and circulation of construction reports and advising of any changes.
10. Submitting on a weekly basis the following reports; Occupancy reports, Renewal Reports for landlord leases, Status of Landlord payments, County progress reports and Construction Progress Reports;

JOB REQUIREMENTS

1. Bachelor's degree in Business Administration, Operation/Project Management, or a related field.
2. Proven experience in operations management, project coordination, or similar role within the advertising or marketing industry.
3. Proficiency in project management tools and software (e.g. Microsoft Project).
4. 3 years working experience in a similar position is desirable.
5. Knowledge of budgeting, financial analysis, and procurement processes.
6. High level of integrity, professionalism, and ethical conduct.