Head of Operations

HEAD OF OPERATIONS (FULL-TIME)

Reports To: President & Board

Supervises: Fulfillment & Logistics Team, HR, Finance, E-commerce Operations Team, Marketing Operations Coordinator

I. POSITION OVERVIEW

The Head of Operations is a senior leadership role responsible for the strategic planning, execution, and continuous improvement of all operational functions of the company. This position ensures that operational activities are aligned with corporate objectives, regulatory requirements, and customer expectations. The role requires strong experience in manufacturing/production, compliance, auditing, finance oversight, HR coordination, e-commerce operations, and marketing alignment.

The Head of Operations drives operational excellence by establishing robust systems, processes, and controls, ensuring efficient resource allocation, and fostering cross-department collaboration. They serve as a key advisor to executive leadership on operational performance, risks, and strategic initiatives.

II. KEY RESPONSIBILITIES

A. Operational Leadership & Strategic Execution

• Formulate and execute the company's operational strategies to support corporate goals and business growth.
• Lead daily operations across manufacturing, fulfillment, warehouse, logistics, customer service, and office administration.
• Develop, implement, and monitor Standard Operating Procedures (SOPs), workflow enhancements, and quality assurance systems.
• Conduct capacity planning, resource allocation, and manpower optimization to maintain high productivity levels.
• Introduce process improvements and automation initiatives to reduce operational costs and turnaround times.

B. Manufacturing, Production & Quality Control

• Oversee production schedules, work orders, and manufacturing efficiency.
• Ensure product quality standards, regulatory certifications, and company guidelines are consistently met.
• Coordinate preventive maintenance schedules and machinery upgrades.
• Implement quality control systems and corrective actions based on audit findings and customer feedback.
• Enforce proper safety measures and DOLE occupational health and safety standards within production areas.

C. Compliance, Regulatory Affairs & Internal Audit

• Ensure full compliance with DOLE, DTI, FDA, BIR, DENR, LGU, and other Philippine government agencies.
• Oversee internal audit programs covering operational processes, inventory, procurement, HR compliance, and financial coordination.
• Monitor and implement corrective actions for compliance breaches.
• Serve as primary contact with auditors, regulatory bodies, and external agencies.
• Ensure all company permits, registrations, licenses, and documentary requirements are updated and renewed on time.

D. Supply Chain, Procurement & Inventory Management

• Lead vendor sourcing, evaluation, and negotiation to secure cost-efficient and high-quality supplies.
• Supervise procurement processes, approval flows, and budget adherence.
• Ensure effective inventory control across warehouses, production, and e-commerce fulfillment.
• Monitor stock forecasting, demand planning, and inventory accuracy through regular cycle counts and audits.
• Oversee logistics arrangements including shipment planning, last-mile delivery, and coordination with couriers or freight partners.

E. Finance Coordination & Business Performance Management

• Work closely with Finance on budgeting, cost control, financial analysis, and forecasting.
• Approve operational expenses, procurement requests, and supplier contracts based on company limits.
• Analyze operational KPIs such as cost per unit, production output, order fulfillment rate, and labor efficiency.
• Provide executive reports summarizing performance, gaps, risks, and recommended improvements.
• Support cash flow planning by aligning operational plans with financial resources.

F. E-Commerce Operations & Marketing Alignment

• Oversee e-commerce platforms (Shopee, Lazada, TikTok, Shopify, etc.) including order processing, inventory availability, pricing updates, and campaign execution.
• Coordinate with Marketing for product launches, promotions, branding alignment, and digital initiatives.
• Ensure accuracy of product listings, compliance with platform requirements, and timely campaign uploads.
• Analyze online sales performance, fulfillment timelines, customer satisfaction scores, and return trends.
• Ensure smooth coordination between warehouse, customer support, and digital marketing teams.

G. Human Resources, People Management & Organizational Development

• Work with HR in manpower planning, recruitment, onboarding, and staff allocation for operational divisions.
• Implement performance management, coaching, and employee discipline in accordance with company policies and labor laws.
• Foster a culture of accountability, teamwork, and continuous improvement.
• Oversee timekeeping compliance, shift scheduling, and employee productivity monitoring.
• Coordinate training programs to enhance operational skills, safety compliance, and leadership development.

H. Administrative Operations & Facilities Management

• Oversee office administration, supplies management, space planning, and facility maintenance.
• Ensure company assets, equipment, and tools are safeguarded, well-maintained, and properly documented.
• Implement security protocols, access controls, and compliance with workplace safety standards.
• Coordinate IT support for operational requirements and system enhancements.

I. Executive-Level Reporting & Governance

• Prepare comprehensive weekly, monthly, and quarterly reports for executive leadership.
• Provide insights and recommendations for strategic improvements, market opportunities, and operational risks.
• Participate in executive meetings and present operational performance, issues, and initiatives.
• Lead business continuity planning and risk mitigation strategies.

III. QUALIFICATIONS & COMPETENCIES

Education

• Bachelor's degree in Business Administration, Industrial Engineering, Operations Management, Supply Chain, or related field.
• Master's degree in Business Administration (MBA) is an advantage.

Experience

• Minimum 8–12 years of progressive experience in operations leadership.
• Strong background in manufacturing/production, supply chain, compliance, and audit.
• Experience managing cross-functional teams and multi-department operations.
• Exposure to e-commerce operations and digital business processes preferred.

Technical Skills

• Strong understanding of DOLE, FDA, DTI, BIR, and other Philippine regulatory requirements.
• Proficient in ERP systems, inventory management platforms, and e-commerce dashboards.
• Advanced skills in data analysis, process mapping, and project management.

Core Competencies

• Leadership & People Management
• Strategic Planning & Business Acumen
• Decision-Making & Problem-Solving
• Communication & Stakeholder Management
• Financial Literacy & Cost Control
• Risk Management & Compliance Orientation
• Continuous Improvement Mindset
• Negotiation & Vendor Management

High Level of Integrity and Professionalism