EXECUTIVE DIRECTOR – OPERATIONS

Executive Director – Operations

Reports To

Business Head

Supervises / Coordinates

Head – Operations

Head – Relations

Accounts / Accountant

Admin

All functional teams through respective department heads

Role Purpose

The Executive Director – Operations is responsible for ensuring that the strategic direction, instructions and business objectives set by the Business Head are effectively translated into execution, accountability and measurable resultsacross the organisation.

The role acts as the central management bridge between the Business Head and the functional heads, ensuring coordination, discipline, timely execution, proper reporting and resolution of operational issues.

The Executive Director – Operations shall ensure that every department has clear priorities, responsibilities, deadlines and measurable outcomes.

KEY RESPONSIBILITIES

A. Management & Business Coordination

Act as the primary coordination point between the Business Head and department heads.

Convert management decisions into clear action points, responsibilities and deadlines.

Ensure that instructions issued by the Business Head are implemented without unnecessary delay.

Conduct regular coordination and review meetings with department heads.

Maintain a Master Action Tracker covering all important business activities.

Monitor completion of commitments and escalate delays to the Business Head.

Ensure cross-functional coordination between Operations, Relations, Accounts and Admin.

Identify organisational bottlenecks and recommend corrective action.

B. Operations Management

Monitor the overall functioning of the Operations department.

Review project execution, production, fabrication, installation and site activities.

Ensure projects are executed according to approved specifications, timelines and budgets.

Monitor production and site schedules.

Ensure proper manpower allocation and utilisation.

Identify operational delays and take corrective action.

Ensure coordination between factory, site teams, procurement and project teams.

Review material requirements and production priorities.

Ensure proper handover from sales/client servicing to operations.

Ensure completed projects are properly closed and handed over.

C. Project & Execution Control

Establish clear responsibility and deadlines for every major project.

Review project status on a regular basis.

Monitor

Project commencement

Design approval

Material procurement

Production

Fabrication

Dispatch

Installation

Quality inspection

Client handover

Billing and closure

Ensure that project delays are identified at an early stage.

Escalate critical project risks to the Business Head.

Ensure commitments made to clients are realistically planned and executed.

Coordinate with the Head – Relations regarding client commitments and changes in scope.

HEAD – RELATIONS COORDINATION

Work closely with the Head – Relations to ensure proper client handover.

Ensure all client requirements are properly documented before execution.

Monitor quotation, approval, PO and advance-payment status wherever applicable.

Ensure client commitments are communicated correctly to Operations.

Track important client issues and ensure timely resolution.

Review pending client requirements and follow-ups.

Ensure there is no communication gap between the client-facing team and execution team.

Escalate critical client concerns to the Business Head.

ACCOUNTS & FINANCE COORDINATION

The Executive Director shall coordinate with Accounts without replacing the Accountant's functional responsibilities.

Monitor receivables and outstanding payments.

Review project-wise billing status.

Ensure invoices are raised on time.

Monitor advance payments and balance collections.

Review major outstanding payments with the Accounts team.

Coordinate project billing with project completion.

Monitor operational expenses against approved budgets.

Escalate major financial deviations to the Business Head.

Ensure financial information required for management decisions is available on time.

Major financial commitments, borrowing, salary changes, major purchases and exceptional expenditure shall require approval from the Business Head / Management as applicable.

ADMINISTRATION & HR COORDINATION

Monitor overall administrative discipline.

Coordinate with Admin regarding attendance, leave, manpower and employee-related matters.

Ensure company policies are implemented consistently.

Monitor staff discipline and punctuality.

Review manpower requirements with department heads.

Identify staffing shortages or excess manpower.

Ensure proper onboarding and deployment of employees.

Monitor employee productivity and accountability.

Ensure disciplinary matters are documented and escalated appropriately.

Coordinate with Admin for statutory, facility and office requirements.

KPI & PERFORMANCE MANAGEMENT

The Executive Director – Operations shall establish a culture of measurable accountability.

Key areas to monitor include

Sales-to-execution handover efficiency

Project completion timelines

Production efficiency

Site execution efficiency

On-time delivery

Project profitability

Material utilisation

Manpower productivity

Client complaints

Rework percentage

Outstanding receivables

Billing efficiency

Employee attendance and discipline

Department-wise target achievement

Pending action closure

Each department head shall have clearly defined KPIs and review targets.

DAILY MANAGEMENT CONTROL

The Executive Director shall review critical business activities on a daily basis, including

Projects currently under execution

Projects delayed

Production status

Site status

Material shortages

Manpower shortages

Client escalations

Pending approvals

Billing pending

Payment collection

Critical procurement

Staff absenteeism

Urgent management decisions

Critical issues shall be escalated to the Business Head immediately.

WEEKLY MANAGEMENT REVIEW

Conduct a structured weekly review covering

Operations

Project progress

Production status

Site execution

Delivery schedul