Job Title: Admin / Operations Specialist
โขCore Responsibilities
1. Documentation, Reporting, and Analysis
โขProcess Documentation & Archiving: Establish and maintain a rigorous system for official process documentation, historical record keeping, and controlled process archiving (including SOPs and audit trails).
โขQuality, Issue & Root Cause Reporting: Design, generate, and distribute comprehensive reports on critical operational issues, quality deficiencies, and process gaps. Lead deep-dive investigations to establish Root Cause Analysis (RCA) and define immediate containment actions.
โขCountermeasure Development & Tracking: Formulate, implement, and track long-term corrective and preventive countermeasures to eliminate recurring operational bottlenecks, ensuring continuous process stabilization.
โขData-Driven Insights: Execute thorough analysis of operational performance data to identify trends, inefficiencies, and non-compliance, providing actionable recommendations to the leadership team based on validated RCA findings.
โขCompliance & Audit Support: Develop and maintain detailed, accurate reports on operational status, audit findings, material readiness, inventory receiving, and project tracking, ensuring high attention to detail.
โข2. Process Planning and Visualization
โขSystem & Workflow Diagramming: Utilize various tools and techniques to visually diagram, map, and plan future state systems, operational layouts, and complex process workflows (e.g., flow charts, swim lane diagrams, and RCA fault trees/fishbone diagrams).
โขBusiness Planning Support: Provide robust, accurate operational data, performance metrics, and forecast support to assist management in the development of the Yearly Business Plan.
โข3. Presentation & Communication
โขHigh-Impact Presentations: Develop data-driven operational reports, countermeasure status updates, and high-impact presentation materials using Microsoft PowerPoint for review by managers and senior leadership.
โขRequired Knowledge, Skills, and Abilities for an Operations Specialist:
โขOperational Support: Support all operational activities occurring within the 1-Kit area as assigned.
โขRequired Knowledge, Skills, and Abilities
โขBilingual Proficiency: Fluent in verbal and written communications in English is required.
โขEducation: Bachelor's degree in Logistics, Supply Chain Management, Business Administration, or a related technical field.
โขTool Mastery (MANDATORY): Demonstrated advanced proficiency and expertise in Microsoft Excel (e.g., pivot tables, complex formulas, data modeling) and PowerPoint (e.g., data visualization, presentation design) is mandatory.
โขProblem-Solving Expertise: Proven experience in structured problem-solving methodologies (e.g., 5 Whys, Fishbone/Ishikawa diagrams, 8D methodology) to identify root causes and deploy effective countermeasures.
โขProcess Modeling Skill: Proven ability and skill in process flow charting, systems diagramming, or Value Stream Mapping (VSM).
โขDocumentation Expertise: Proven experience in establishing, maintaining, and managing documentation, archiving, and record control systems in a regulated environment.
โขAnalytical Experience: Experienced with operational data capturing, aggregation, and statistical analysis to drive process improvements.
โขCommunication: Excellent public speaking and presentation skills with the ability to clearly communicate and present complex data to senior management.
โขSoft Skills: Strong organizational skills, keen attention to detail, and a collaborative team-player mindset.