Operations Assistant

To provide assistance to the Operations Manager and Area Managers in supervising all the administrative and operational concerns of all stores.

MAJOR DUTIES AND RESPONSIBILITIES:

1. To receive and acknowledge all incoming documents that is addressed to Operations Department
2. To perform clerical functions, sort and route all incoming files and the documents signed by the Area Manager and Operations Manager to its respective department or stores
3. To accept calls from the stores and does necessary coordination in relation to opening the stores due to late keyholders, warehouse authorization, construction and maintenance concerns, etc.
4. To email, photocopy important memos and documents such as Operations meeting, product training and others
5. To calls stores for necessary coordination, such as change of quota, operations related concerns or upon request of the Area Managers and Operations Manager
6. Responsible for filing and safekeeping of store inventory losses reports for the clearance of separated employees
7. Handles the DTR and overtime forms with summary of Area Managers and Operations Manager for submission to payroll.
8. To forward TDF, warehouse authorization form, job requests, Meralco and phone bills to the Area Managers and Operations Manager for their approval
9. To receive and process customer returns for evaluation of Merchandising Department and ensure prompt feedback was given to the stores
10. To forward performance appraisals, filed leave's and the like of the store employees to the Area Managers and Operations Manager for their approval
11. To coordinates with the Projects Department on schedule of construction and maintenance works for the approval of Area Managers and Operations Manager
12. To coordinates with the IT Department for the monthly sales report for information of the Area Managers and Operations Manager
13. To check and answer emails for the Department, for concerns coming from the stores and other
14. To collate the attendance report of the stores that reached their monthly target of the previous month and submit monthly incentive report to the Area Managers, Operations Manager and Director of Operations for their approval
15. To prepare petty cash replenishment summary of stores and submit summary report to the Area Managers, Operations Manager and Director of Operations for their approval
16. To schedule provincial flights, hotel reservations and make necessary cash advance for employee who will conduct official inventory and/or store visits to provincial stores
17. To prepare schedule of mid-year and annual store inventory, with approval of the Area Managers, Operations Manager and Director of Operations
18. To disseminate copy of the schedule of inventory to all stores and departments and make letters to all mall administration informing them of the inventory schedule
19. To prepare letters to mall administration ( pull-out authorization, store renovation, request for satellite, etc.)
20. Performs other duties and responsibilities as may be assigned from time to time

BGC Taguig City Head Office