Ace Pro Services | Assistant Operations Manager | nagpur

Job Title :

Assistant Manager - OperationsLocation :

RemoteJob Type :

Full-Time, Monday to FridayCTC :

£500 - £700 per month (Roughly INR 53,500 to 75,100 per month) **No deductions and this is in handWorking Hours :

9 AM - 5 PM (BST)

Company Overview:

Ace Pro Services Ltd. is a facilities management company headquartered in London, UK. We offer a wide range of services tailor-made according to the clients’ requirements. With a state of the art software and a highly trained workforce, we are spread across the UK, satisfying the property needs of hundreds of customers.

About the Role:

At Ace Pro Services Ltd, we owe our success to the efficient and innovative strategies we implement while delivering property services. To help maintain and grow this standard, we’re seeking an experienced Assistant Manager - Operations to oversee the daily activities of our sites. The ideal candidate will have a sharp business mind and proven success in managing multiple departments for maximum productivity. This person will be highly skilled in dealing with international clients and be able to develop and maintain an environment of trust, diversity, and inclusion within the operations team. They should also be willing to unlearn and learn new concepts.

Key Responsibilities:

Site Adherence:Achieve 100% site adherence for assigned sites.Ensuring that all staff members visit the site and diligently meet the budgeted hours and the cleaning expectations of the clients.Checking and following the day and time schedule for the site to be serviced.Addressing all site-related concerns promptly and taking decisive actions to uphold adherence.Ensuring that employees adhere to the specified budgeted hours and time constraints.Tracking staff attendance through online monitoring system, in case it is done manually, verify the live location of the cleaner.Verifying the condition of the site through images shared within the WhatsApp group.Engaging with the team and employees to rectify any deviations from the budgeted hours.Conducting surprise meetings to verify employee presence and availability at the site.In the event of any observed budget deviations, promptly arrange for alternate coverage.Generate the work bills and ensure that all details are accurately mentioned.Maintain a systematic tracking system for work bills.Continuously oversee work bill execution and report any identified deviations to the relevant department for corrective action.

Quality Assurance:Verifying if the prescribed cleaning protocols are being followed at the site.Ensure prompt response is given to all quality-related emails from the clients.Continuously assess and enhance site adherence and service quality through data-driven insights.Be always available all the time during the official hours for the part-time team.Monitor the "before" and "after" pictures, ensuring that the "after" images distinctly showcase that the service has been executed to the established standards.If the images or work do not meet standards, identify and rectify the root cause and rectify the issue accordingly.Understand site requirements and regularly monitor work quality.Monitoring the site storage i.e. cleaning cupboard , ensuring employees follow the dilution rate while using chemicals, follow the H&S guidelines while using the supplies and have essential supplies and equipment.Order and mange the delivery of supplies and replenishables at the site to maintain the quality standards.Take report from the cleaners about the bulk waste and if there are any damages at the site.Monitor and report on the effectiveness of quality assurance initiatives.Ensure strict adherence of the the team to UK cleaning standards, including color coding, COSHH (Control of Substances Hazardous to Health), risk assessments, and other relevant regulations within the company. Provide regular training required to the cleaners to follow mandatory company protocols.A thorough and concise understanding of the service to be executed at the site in detail.

Site Information Management:Ensure that all information related to the sites is consistently updated and is accurate within Templa.Regularly review and update site-specific data in Templa, including job schedules and site details.Documentation and tracking of supplementary charges and deductions on monthly invoices.Ensure that there are no discrepancies or outdated information with the software.

Ad-hoc Job:Ensure all ad-hoc job requirements are communicated and coordinated with the Ad-Hoc Department.

Vendor jobs:Monitor and oversee vendor jobs within the sites assigned.Hire the Subcontractors and pass them, comprehensive and clear instructions.Check for the keys, codes and other operational requirements.Upon completion of the task, update it on Templa and complete the Workbills as per processShare the subcontractor invoice with the payroll team for processing.

New site set up:Initiate the recruitment and training process of the new employees for the site.Collaborate with the mobile team to plan the setup of the site.Execute the site handover in accordance with the established system.

Payrun Management:Ensure timesheets are accurately filled out and posted for each site before validations by the manager.Verify and cross-check timesheets against the attendance marking system and client schedules to ensure accuracy.Ensure that all payroll information, including hours worked, ROP, additions, and deductions, are accurate before sharing it with the payroll team.Ensure all necessary approvals are received before processing payments.

Client Management:Effectively manage client relationships and address their needs by handling queries related to part-time team services, providing timely information, and maintaining positive interactions.Handle client complaints promptly and effectively, working towards resolution.Any change in the site service specifications addition, deletion, or change of schedule is to be monitored and updated accordingly.

Sales:Identify opportunities for cross-selling and upselling additional property services to existing clients by proactively assessing their needs and recommending relevant services.Collaborate with client-facing teams to gather insights on client preferences.Monitor the results of cross-selling and upselling efforts and adjust strategies as needed.Ensure that all new business opportunities identified during visits by the part-time cleaners are promptly and accurately communicated to the New Business team for further action.Encouraging satisfied clients to become advocates for your company, referring new clients and providing testimonials.

Recruitment and Retention:Post a job various platforms such as Facebook, Indeed, WhatsApp, and ask for references.Take Interviews to select candidates who align with the specific site requirements. Upon shortlisting suitable candidates, Verifying their legal right-to-work documents as an initial step.Collect the other necessary documents and review them after verifying the legal right-to-work document. Check the documents of the candidate and share them further with the payroll team.Once the contract is sent by the payroll team, take the employee ID and Ezitracker code. Share the onboarding e-mail including all pertinent site details and training materials.Train the newly hired employee about the site, supplies, image sharing on WhatsApp, attendance marking system and company protocols.Maintain open and transparent communication with employees. Listen to their feedback, address concerns promptly, and keep them informed about the updates and changes.Promote a positive culture that aligns with the company's values and encourages a sense of belonging.

Compliance:Ensure strict adherence to all relevant compliance regulations and standards set forth by Acas, Gov.uk, HMRC, and legal authorities in UK.Thoroughly understand and diligently adhere to both internal company processes and external guidelines, including laws and regulations.Provide guidance and education to team members regarding compliance regulations. Promptly report any deviations, non-compliance, or issues related to processes.

Budget and Analysis:Attain a comprehensive understanding of the allocated manpower budgets. Identify and promptly report any deviations or challenges related to adherence to the manpower budget.Gain a comprehensive understanding of the allocated site budgets. Timely report instances where expenditures either fall below or exceed the allocated budget.

Reports:Prepare accurate, professional, and presentable reports as assigned by the manager.Share reports within the assigned deadlines.

Qualifications:A Master's degree in Business Administration, Operations Management, Supply Chain Management, Engineering, or a related field.3-4 years of experience in Operations, or a similar role.Minimum 1 year of managerial experience is the same or related field.

Skills:The ability to lead and motivate a team, set clear expectations, and provide direction to achieve operational goals.Strong written and verbal communication skills to convey information clearly and facilitate effective collaboration.Efficiently manage tasks, prioritize workloads, and ensure that operations run smoothly.Effectively allocate time and resources to meet deadlines and optimize productivity.

Attitude:A willingness to adapt to changing circumstances, technologies, and industry trends.Taking proactive steps to identify areas for improvement and implement changes.A commitment to meeting the needs and expectations of clients.A meticulous approach to ensure accuracy and precision in all operational tasks.

*Multiple positions opened in Operations.

---