Job Vacancies at Grounded

• The Business Operations Senior Associate is the heartbeat of our commercial engine. Your primary mission is to ensure that every sale is successfully operationalized—from the moment an order hits the inbox to the moment the payment is cleared and the customer is satisfied.
• You aren’t just processing data; you are also the day-to-day operational lead in the office.
• You will manage the team, and act as a critical bridge between Sales, Production, and Finance. We are looking for a financially competent, highly organized "superstar" who anticipates bottlenecks before they happen and tackles challenges with independent drive.

What You’ll Do

• Lead a High-Performing Team
• Directly manage and coach administrative staff, packers, riders, drivers, and casual staff.
• Drive team performance, safety, and output — building cross-cover capacity so operations never skip a beat.
• Coordinate daily with Production to keep stock levels aligned with sales velocity.
• Run Order Operations — End to End
• Own the full order lifecycle across Retail, Web, and B2B channels: SO creation, invoicing, packing, shipment, and delivery note reconciliation.
• Manage the main order inbox and website backend; confirm availability and keep customers informed at every stage.
• Ensure invoicing is accurate, payment terms are enforced, and AR is clear before any dispatch.
• Control Inventory & Finished Goods
• Take full accountability for finished goods from the moment Production hands them over — security, accuracy, expiry management, and returns.
• Keep Zoho as the single source of truth: stock counts, customer setups, and shipment data must always be 100% accurate.
• Execute Logistics with Precision
• Plan and execute deliveries using internal fleet and external LSPs; maintain the standards required by supermarkets and major retailers.
• Manage vehicle maintenance schedules and logistics budgets to maximise uptime and cost-efficiency.
• Handle export/import documentation and navigate regulatory requirements for new markets.
• Drive Continuous Improvement
• Lead process improvement and lean initiatives across the BizOps department.
• Own operational performance reporting for Senior Management.
• Maintain and evolve SOPs and Work Instructions; lead risk and continuity planning.

What You’ll Need

Qualifications & Experience

• Bachelor’s Degree or Higher Diploma in Business Administration, Supply Chain Management, Logistics, or a related field (e.g., Economics or Finance).
• 3–5 years of experience in business operations, logistics, or administration.
• Must have experience with Modern Trade/ FMCG logistics processes.
• Advanced Excel & Zoho/ERP proficiency.
• Basic Bookkeeping / Accounts Receivable proficiency.
• EAC export/ import and global export/ import preferred.
• Lean Six Sigma (Yellow or Green Belt) preferred.
• CPIM (Certified in Planning and Inventory Management), CSCP (Certified Supply Chain Professional), CILT (Chartered Institute of Logistics and Transport) an added advantage

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What You’ll Do

Leadership:

• Own the inventory function end-to-end and set the standards the wider operations team follows.
• Mentor, coach, and provide functional guidance to team members.
• Act as the escalation point for all complex stock discrepancies that junior controllers cannot resolve.
• Translate inventory data into business-level insights and present findings directly to senior leadership.
• Inventory Strategy & Optimization:
• Design and maintain the company-wide inventory model, including reorder points, safety stock levels.
• Assist demand forecasting and stock planning in partnership with Sales and Production.
• Drive measurable improvements in inventory turnover and reduction of slow-moving and obsolete stock.
• Build contingency plans for supply chain disruptions, seasonal surges, and demand shocks.
• System Governance & Data Integrity:
• Serve as system owner for Zoho Inventory, ensuring 100% real-time accuracy across all receipts, transfers, adjustments, and disposals.
• Establish and enforce data entry standards across all stakeholder departments.
• Proactively identify system weaknesses or data gaps and drive corrective action.
• Stock Control, Reconciliation and Audit Leadership:
• Lead daily cycle counts, reviewing outputs from junior team members and escalating discrepancies appropriately.
• Issue and review the daily Stock Report; hold all departments accountable to accurate, timely data.
• Design and lead monthly wall-to-wall stocktakes, including scheduling, team allocation, and post-count reconciliation.
• Lead deep-dive root-cause analyses on all significant variances, producing written findings and implementing corrective actions.
• Procurement & Cross-Functional Coordination:
• Partner with Procurement to track inbound shipments, manage delivery discrepancies, and oversee the Return to Vendor (RTV) process.
• Act as the senior inventory voice in cross-functional meetings with Finance, Sales, and Production.
• Compliance, SOP Ownership & Process Governance:
• Own and maintain all inventory Standard Operating Procedures (SOPs), conducting regular reviews and updating as the business evolves.
• Enforce FIFO/FEFO principles, hazardous material handling protocols, and OHS standards across the warehouse.
• Lead and support internal and external audits related to inventory.
• Financial Reporting & Business Intelligence:
• Prepare and distribute the daily Inventory Report by 9:00 AM covering stock levels, movement, valuation, and slow-moving items.
• Produce monthly management reports on stock valuation, turnover rates, and aging inventory — with actionable commentary.
• Support Finance in accurate COGS reporting and period-end inventory valuations.
• Projects & Continuous Improvement:
• Contribute to process improvements and system optimization.
• Help leverage use of data to drive continuous improvement in processes and outcomes.
• Participate in change management initiatives as the business evolves.

What You’ll Need

Qualifications & Experience

• Bachelor’s Degree or Higher Diploma in Accounting, Finance, or Supply Chain or Business Administration (with a Finance focus).
• Professional certification (e.g., CPIM, CSCP) is required.
• 3 – 5 years experience in stock control, with at least 1 year involving process oversight.
• At least 2 years in a senior or process-oversight role.
• Advanced Zoho (or comparable ERP) and Microsoft Excel proficiency.
• Prior experience in FMCG, manufacturing, or high-volume stock environments strongly preferred.