Job Description

overview

Our client in the sales sector is seeking to recruit an Assistant Operation Manager who will report to the Parts Operations Manager.

Responsibilities:

AFTER SALES SERVICE (OPERATION & PROFITABILITY):

Ensures efficient and profitable day to day operations of the workshop by:
Liaising with Parts department to ensure that parts are readily available and intervening to take prompt appropriate actions when parts are not available.
Ensuring smooth traffic flow at all times.
Ensuring that all jobs are completed on date and time schedule to satisfy customers’ needs.
Ensuring that job cards are properly detailed (with technical information).
Ensuring that quality control sheets and diagnostic worksheets are properly filled.
Road-testing specific vehicles before delivery and demonstrating that problems have been solved whenever required.
Ensure that vehicles are delivered according to company standards and procedures.
Maximising use of productive employees through proper reallocation of jobs and minimising idle time and liaising with Foreman/ Operations Coordinator/Planning Officer.
Ensuring proper time recording on MIS system for productivity and efficiency.
Liaising with Planning Officer on daily work schedule, priorities and work in progress.
Performing diagnosis whenever required and recording findings on the repair order.
Supervising on-going jobs and reporting non-F1 cases and taking corrective actions.
Liaising with the Service Operations Manager about unsolved/difficult technical issues.
Monitoring and minimising work in progress and ensuring that they are completed within reasonable time frames.
Preparing daily report for carryover jobs and discussing with SOM.
Assessing, reviewing and approving warranty jobs/claims prior to submission including handling of warranty parts and approval from SOM.
Initiates and provide information for technical reports.
Informing the service manager of activities affecting the dept.

HARD REPAIRS AND TECHNICAL GUIDANCE:

Taking corrective measures to avoid reoccurrence of non-F1 cases.
Advising and supervising subordinates facing difficult technical issues.
Liaising with the Service Operations Manager about unsolved / difficult technical issues.

CUSTOMER MANAGEMENT/SERVICE:

To be alert and responsive to customers’ needs.
Ensuring that customers’ requests and complaints for repairs / maintenance /PDI are effectively attended and met (including scheduling appointment).
Communicating with customers regarding technical advice.
Follow-up of vehicles from intake (vehicle reception) until delivery to the customer and assisting service advisors in dealing with customers whenever required.
Monitoring work in progress and maintaining customer rapport.
Maintaining personal contacts with customers and looking for new accounts such as fleet.

MANAGING SUBORDINATES:

Conducts weekly meeting with subordinates.
Leads subordinates so as to achieve targets / budgets.
Motivates the subordinates and ensures working atmosphere is friendly and pleasant for everyone.
Maintains discipline among subordinates and reports cases of misconduct to SOM and HR Manager for disciplinary measures.
Monitors absenteeism and takes corrective measures whenever required.
Appraises performance of subordinates and makes recommendations to management for rewards/sanctions.
Ensuring staff are aware of duties and responsibilities.
Acting as liaison between management and subordinates providing feedback both ways.
Ensuring all staff are aware of the performance assessment and KPI.

ADMINISTRATIVE SUPPORT:

Prepares and Assists in technical reports writing by:
Deciding whether to accept or reject Warranty claims.
Seeking advice from our suppliers for faults so that countermeasure can be taken at factory level.
Maintains records by:
Filing appropriate information.
Approving purchase orders.
Ensuring all appropriate repair manuals are kept safe and returned timely.

TOOLS & EQUIPMENT:

Ensures that all tools and equipment are properly taken care of and are in good condition at all times.
Carries out tools inventory (basic and special tools) and taking corrective/disciplinary actions where necessary.
Proposes any purchases for new tools and equipment to SOM.

TRAINING AND COACHING:

Ensure self-development and development of subordinates by:
Attending training courses (local and overseas) Coaching staff so as to improve their performance.
Addressing all issues related to under performance of employees and taking appropriate actions.
Assess training needs of subordinates and ensures that proper training is provided.

HEALTH AND SAFETY:

Helps in keeping the work area clean, healthy and safe by:
Ensuring that employees wear protective equipment at all times and are working in a clean and safe environment.
Implementing and maintaining security and safety procedures.
Adhering to health and safety standards set by Law and company.
Monitoring workshop cleanliness on a daily basis.

QUALITY MANAGEMENT SYSTEMM - ISO STANDARD:

Ensure proper maintenance of the QMS with the ISO Standard by:
Ensuring proper housekeeping of work area.
Promote the culture of quality and continuous improvement.
Participating and show commitment during ISO audits.
Ensuring conformity to requirements pertaining to output preservation during production and service provision.
Ensuring awareness by self and subordinates of the Process books and KPI associated.
Importance to adhering to processes and consequence of not adhering to processes may imply that company service may be jeopardized.
Understand the risks and opportunities within their processes and contribute in managing them.
Any other relevant cognate duties allocated by management.