Operations Supervisor at Flexi-Personnel

JOB PURPOSE:

• This individual will be responsible for providing overall oversight of the company's day-to-day operations, office support, stores, logistics, and event activities, ensuring that resources, staff, suppliers, facilities, and equipment are effectively coordinated to deliver events and routine business activities efficiently, professionally, safely, and to client expectations.

KEY RESPONSIBILITIES:

Office & Operations Management: -

• Oversee the day-to-day running of the office and ensure smooth and efficient operations.
• Coordinate and supervise office support staff, including work allocation, attendance, schedules, and performance.
• Ensure the office is properly maintained, organized, adequately supplied, and fully operational.
• Coordinate maintenance of office facilities, equipment, utilities, security, cleaning, and other support services.
• Follow up on outstanding operational matters and recommend improvements to processes and systems.
• Serve as a key coordination point between management, staff, suppliers, and other stakeholders.

Event Operations: -

• Coordinate the planning, set-up, execution, and breakdown of events.
• Prepare and implement event schedules, checklists, run sheets, and operational plans.
• Conduct site inspections and ensure all venue, staffing, equipment, logistics, and supplier requirements are ready.
• Supervise event-day operations and resolve issues promptly.
• Ensure events are delivered according to agreed client requirements, timelines, quality standards, and budgets.

Stores, Stock & Supplies: -

• Coordinate regular stocktaking of all stores, supplies, equipment, consumables, décor, and event materials.
• Maintain accurate inventory records and reconcile physical stock against records.
• Monitor stock levels and coordinate timely replenishment of office and event supplies.
• Ensure proper receiving, storage, issuance, return, and control of company assets and equipment.
• Investigate and report stock variances, losses, damages, and obsolete items.
• Ensure stores are secure, clean, organized, and properly maintained.
• Prepare stock reports and coordinate with Finance/Procurement on inventory and purchasing requirements.

Staff Supervision: -

• Supervise operations, office support, casual, and event staff as required.
• Allocate duties and resources based on operational and event requirements.
• Conduct staff briefings and ensure team members understand their responsibilities.
• Monitor performance, attendance, conduct, and compliance with company procedures.
• Provide guidance and escalate performance or disciplinary issues where necessary.

Logistics, Equipment & Assets: -

• Coordinate transportation, delivery, collection, installation, and movement of event equipment and materials.
• Ensure equipment, furniture, décor, branding, audiovisual and other event assets are available when required.
• Maintain records of company assets and ensure equipment is inspected before and after use.
• Report and follow up on loss, damage, malfunction, or shortages.

Suppliers, Contractors & Venues: -

• Coordinate with florists, venues, sub hire suppliers, audiovisual providers, transporters, security, maintenance providers, and other contractors.
• Confirm schedules, deliveries, specifications, and service requirements.
• Monitor supplier performance and resolve operational issues.
• Ensure suppliers and contractors meet agreed standards and timelines.

Health, Safety & Risk Management: -

• Ensure office and event operations comply with health, safety, security, and company requirements.
• Identify operational risks and implement appropriate controls.
• Report incidents, accidents, damages, and safety concerns promptly.
• Ensure safe handling, movement, storage, and use of equipment and materials.

Reporting & Continuous Improvement: -

• Prepare operational, event, stock, and incident reports as required.
• Participate in post-event reviews and identify areas for improvement.
• Recommend improvements to operational procedures, resource utilization, staffing, inventory controls, and supplier management.
• Ensure operational issues are followed through to resolution.

QUALIFICATIONS & EXPERIENCE:

• Diploma in Events Management, Hospitality, Business Administration, Operations Management, or a related field.
• At least 1 year experience in event operations, hospitality, logistics, office operations, or a related field.
• Experience supervising staff and coordinating suppliers, contractors, venues, and logistics.
• Experience in stock/inventory management is an added advantage.

Skills & Competencies

• Strong organizational and coordination skills.
• Leadership and team supervision.
• Excellent communication and interpersonal skills.
• Strong problem-solving and decision-making ability.
• Good inventory, logistics, and resource management skills.
• Ability to work under pressure and manage multiple priorities.
• Attention to detail and strong follow-through.
• Client and service-oriented approach.
• Good computer literacy, including Microsoft Office.
• Flexibility to work evenings, weekends, and public holidays when required by events.