Management Operations Intern

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Operations & MIS Executive — Kalyan

Office: Mohan Tribeca, Office No. 906–907, 9th Floor, Next to Mohan Altezza, Gandhare, Near K.M. Agrawal College, Kalyan (West) – 421301

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Timing: 10:00 AM – 7:00 PM (Mon–Sat)

Contact: Shruti

About the Role

• You will manage day-to-day Operations and MIS for our salon business.
• Main focus areas: Zenoti CRM, Excel-based reporting and automation, data preparation, sales and purchase reporting, SOPs, and folder management.
• clean data, reliable reports, and smooth processes across teams.

Key Responsibilities

Zenoti CRM Management

• Maintain customer profiles, packages, memberships, appointments, and bills.
• Remove duplicate records; fix incorrect entries.
• Keep service codes, tax, discounts, and price lists updated.
• Create and manage staff user roles and access (as per policy).
• Export/import data from Zenoti to Excel/Sheets for analysis.
• Run and download standard Zenoti reports and convert them into simple MIS views.

MIS & Reporting

• Prepare Daily Sales Report (DSR): revenue, bills, average bill value, payment modes, outlet-wise and service category-wise views.
• Weekly reports: targets vs actuals, staff utilization, appointment conversion, cancellations and no-shows.
• Monthly reports: revenue summary, P&L input pack, package redemptions, membership activity, marketing campaign performance.
• Sales report: by outlet, service, therapist, hour-of-day, and day-of-week.
• Purchase report: vendor-wise purchases, GRN vs bill match, returns, and pending bills.
• Inventory/consumption report: product usage vs sales; variance and fast/slow movers.
• Ageing and outstanding follow-up list for finance (if needed).
• Create a simple one-page Management Summary with key highlights and action points.

Data Preparation and Quality

• Standardize headers, units, codes, and dates across all sheets.
• Maintain masters: service master, product/SKU master, price master, tax master, outlet and staff master.
• Track version history and keep a change log for audits.
• Follow a fixed file naming rule and use read-only copies for final reports.

Automation (Excel/Google Sheets)

• Use Pivot Tables, XLOOKUP/VLOOKUP, INDEX-MATCH, TEXT/DATE functions, SUMIFS/COUNTIFS, and Power Query to automate.
• Build reusable templates for DSR, weekly and monthly reports.
• Create simple refresh steps so reports update quickly.
• Basic macros/VBA are a plus (not mandatory).

Dashboards

• Create simple dashboards in Excel/Sheets (optional: Power BI/Looker Studio).
• Show key metrics: revenue trend, targets vs actuals, category mix, outlet comparison, utilization, repeat vs new customers, campaign ROI.
• Keep dashboards easy to read, with clear labels and summary notes.

SOPs and Filing

• Draft and update SOPs for: data entry rules, report refresh steps, end-of-day (EOD) checklist, and month-end closing.
• Maintain a clean folder structure on Google Drive with clear names and access rights.
• Keep a "Read Me" note in each folder explaining what is inside and how to use it.

Team Coordination

• Collect daily inputs from outlets and team members on time.
• Follow up for missing data; close open points.
• Share final reports with the right people and confirm receipt.

Compliance and Backup

• Take regular backups of key files.
• Keep audit trails for edits.
• Follow basic data privacy rules (no sharing outside without approval).

What You Will Produce

• Daily: DSR, appointments summary, staff attendance/slot utilization (if tracked).
• Weekly: targets vs actuals, cancellation/no-show, marketing lead status, inventory movement.
• Monthly: revenue summary pack, purchase vs consumption variance, package/membership status, management dashboard and notes.
• Ad-hoc: custom analysis as requested by management.

Must-Have Skills

• Advanced Excel or Google Sheets: Pivot Tables, XLOOKUP/VLOOKUP, INDEX-MATCH, SUMIFS/COUNTIFS, TEXT/DATE functions, Conditional Formatting, Data Validation, Power Query, basic charts.
• Zenoti CRM or similar CRM/ERP experience.
• Clear communication, discipline, and attention to detail.
• Professional behavior at work.

Good-to-Have Skills

• Basic VBA/Macros.
• Power BI or Looker Studio for simple dashboards.
• Experience with Google Drive permissions and shared drives.
• Understanding of basic accounting terms (invoice, GRN, credit note, ageing).

Eligibility

• Education: Minimum 12th Pass (Graduate preferred).
• Experience: At least 1 year in Operations / MIS / Reporting / CRM.
• Location fit: Candidates from Kalyan, Ambernath, Badlapur, Dombivli, Thakurli, Bhiwandi, or nearby preferred.
• Gender: Female candidates preferred. Role is open to all.

KPIs (How We Measure Success)

• Daily/weekly/monthly reports delivered on time with zero major errors.
• Data masters updated and duplicates removed.
• Dashboards used by management for decisions.
• SOPs implemented and followed by the team.
• Lower variance in purchase vs consumption and fewer corrections required.

Day Plan (Simple)

Days 1–30 (Learn and Organize):

• Learn Zenoti flows, current reports, and masters.
• Clean folder structure and set naming rules.
• Publish a standard DSR and weekly pack.

Days 31–60 (Stabilize and Automate):

• Automate DSR and weekly reports with templates.
• Build a first version of the monthly dashboard.
• Close data gaps with clear SOPs.

Days 61–90 (Improve and Scale):

• Improve accuracy and speed of refresh.
• Add simple insights and action notes to reports.
• Reduce manual steps and handovers.

Work Style and Values

• Process-first and detail-oriented.
• Honest, reliable, and on time.
• Willing to learn and improve every week.

Tools You Will Use

• Zenoti CRM
• Microsoft Excel or Google Sheets
• Google Drive, Docs, Slides
• WhatsApp Web and Email
• Power BI or Looker Studio