Operations Manager

The Operations Manager oversees daily archiving operations, manages teams, refines processes, ensures compliance, handles client/vendor relations, and drives efficiency improvements across physical and digital workflows.

Duties and Responsibilities:

• Oversee daily physical and digital archiving operations, including administration, scanning, logistics, intake, retrieval, and document destruction.
• Develop and refine Standard Operating Procedures (SOPs) for operational efficiency and compliance with legal requirements.
• Manage, coach, and develop the operations team, ensuring performance, engagement, and professional growth.
• Serve as the primary point of contact for clients and manage relationships with external vendors.
• Ensure proper inventory and resource management for archiving, logistics, and scanning operations.
• Enforce health and safety protocols, conducting regular audits to maintain a safe work environment.
• Lead the integration and improvement of document management systems (DMS) and related technologies.
• Monitor and maintain quality assurance and regulatory compliance for archiving processes.
• Prepare and present operational reports to senior management, tracking KPIs and identifying operational risks.

Experience and Qualifications:

• Education: Bachelor’s degree in Operations Management, Business Administration, or related field. Master’s degree or further education in operations or project management is a plus.
• Experience: Minimum 5 years in operations management, preferably in archiving, logistics, or records management, with proven experience in team management and operational improvements.

Technical Skills:

• Strong understanding of document management systems (DMS), logistics, and digital archiving processes is advantageous.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and operational software.
• Experience with digitization and archival software systems is advantageous.

Core Competencies:

• Leadership and team management.
• Problem-solving and process improvement.
• Organizational and multitasking abilities.
• Excellent communication and negotiation skills.
• Strong attention to detail and accuracy.
• Analytical mindset with experience in KPI tracking and reporting.

Additional Requirements:

• Valid driver’s license for coordinating logistics.
• Adaptability to a fast-paced environment.
• Physical ability to occasionally handle documents and materials.