Operations Administrator

Position Title: Operations Administrator

Division: Hexagon’s Mining Service & Support Division

Department: Solution Delivery

Reports To: Customer Solution Delivery Manager

Location: APAC Region

Role Purpose:

As part of the Solution Delivery team, the Operations Administrator is responsible for coordinating and overseeing operational processes to ensure the seamless delivery of services and solutions to Hexagon’s customers. Reporting to the Customer Solution Delivery Manager, this role manages the efficient allocation of resources, maintains accurate operational documentation, and fosters cross-departmental communication. The Operations Administrator monitors performance metrics, analyses data to drive continuous improvements, and addresses operational challenges with strategic solutions. By optimising workflows and processes, this role empowers teams to meet strategic objectives and consistently deliver high-quality solutions to customers.

Key Challenges:

• Coordinate day-to-day operational tasks, ensuring smooth workflows and efficient processes.
• Oversee the allocation of resources, encompassing personnel, equipment, and materials, to enhance operational efficiency.
• Oversee the creation and maintenance of operational documentation, ensuring accuracy and accessibility.
• Facilitate communication between different departments to ensure alignment on operational goals and strategies.
• Recognize opportunities for process enhancement and execute strategies to optimize operational workflows.
• Plan and execute logistical aspects of operations, including scheduling, inventory management, and facility coordination.
• Monitor operational performance metrics, analyse data, and provide insights for continuous improvement.
• Address operational challenges and discrepancies, implementing solutions to maintain seamless operations.

Key Result Areas:

1. Portfolio, Program and Project Support, PROF – SFIA Level 3

2. Business Process Improvement, BPRE – SFIA Level 3

3. Business Administration, ADMN– SFIA Level 4

4. Resourcing, RESC – SFIA Level 3

5. Business Intelligence, BINT – SFIA Level 3

6. Information Management, IRMG – SFIA Level 3

7. Organisational Facilitation, OFCL – SFIA Level 4

8. Systems Development Management, DLMG – SFIA Level 4

Position Requirements:

Qualifications, Industry Accreditations, Licences:

· A Bachelor's degree in Business Administration, Operations Management, Logistics, Supply Chain Management, or a related field.

· Alternatively, a Diploma or Certificate IV in Business Operations or Project Management.

Above qualifications are desirable, but not mandatory

Capability Profile:

Skills / Accountabilities:

Key Result Area 1: Portfolio, Program and Project Support Level 3

1. Provides foundational support for projects, programmes, or portfolios.

2. Assists with planning, scheduling, tracking and reporting using established project management tools and processes. Follows recommended solutions to ensure accurate documentation and communication of project progress.

3. Collaborates closely with project teams and stakeholders, gathering updates and information to maintain project records and ensure alignment with project objectives.

4. Participates in project boards, assurance teams and quality review meetings when necessary.

Key Result Area 2: Business Process Improvement Level 3

1. Applies standard techniques to analyse existing business processes and identifies opportunities for improvement.

2. Collaborates with stakeholders to ensure process changes align with business objectives. Proposes and implements process improvements that enhance efficiency, effectiveness and quality.

3. Develops and maintains process documentation.

4. Supports the adoption of new technologies and tools to enable process automation and optimisation.

Key Result Area 3: Business Administration Level 4

1. Assists the team/manager in ensuring they have the information needed to support ongoing team processes.

2. Assists in planning for meetings.

3. Sets up and provides detailed guidance on software, procedures, processes, tools and techniques for administration and workplace productivity.

4. Liaises and organises across functions. Updates and maintains office policies and procedures.

Key Result Area 4: Resourcing Level 3

1. Supports managers and teams in resourcing and recruitment activities.

2. Uses recommended tools for planning, scheduling and tracking resourcing activity.

3. Provides guidance on resource management and recruitment software, procedures, processes, tools and techniques.

Key Result Area 5: Business Intelligence Level 3

1. Sources and prepares data for analysis and performs standard business intelligence analysis activities.

2. Checks the integrity and validity of data sources. Creates and delivers standard reports in accordance with stakeholder needs and conforming to agreed standards.

3. Investigates the need for new or revised business intelligence analysis.

4. Contributes to the recommendation of improvements. Engages with stakeholders under direction.

Key Result Area 6: Information Management Level 3

1. Supports teams and individuals to identify and organise information assets and repositories in line with policy and practices.

2. Conducts routine searches for non-sensitive information needed to support organisational decision making.

3. Supports users to find and access information resources based on their requirements and approved access.

Key Result Area 7: Organisational Facilitation Level 4

1. Facilitates a series of group activities or workshops in situations of complexity and ambiguity and competing stakeholder needs.

2. Designs a structured sequence of meetings, events or workshops to solve complex problems.

3. Understands required outcomes and outputs from teams and facilitates the team to deliver these.

4. Helps to improve team processes and performance in meetings, events or workshops.

Key Result Area 8: Systems Development Management Level 4

1. Contributes to the planning and management of systems development work.

2. Adopts and applies appropriate systems development methods, tools and techniques in line with agreed standards.

3. Engages with stakeholders to ensure systems development deliverables meet requirements and quality expectations. Manages risks and issues related to systems development activities, escalating as needed.

4. Contributes to the continuous improvement of systems development processes and practices.

Knowledge / Capabilities:

Key Result Area 1: Portfolio, Program and Project Support

The provision of support and guidance on portfolio, programme and project management processes, procedures, tools, and techniques. Activities covered can include: defining portfolios, programmes, and projects; cultivating and applying new or changed working practices across a portfolio; managing the rate at which new projects are started to fit the available capacity; advising on the development, production and maintenance of business cases time, resource, cost and exception plans; advising on the use of software tools tracking and reporting progress and performance; facilitating portfolio/programme/project meetings and workshops; and advising and sharing knowledge on standards and how to comply.

Key Result Area 2: Business Process Improvement

Creating new and potentially disruptive approaches to performing business activities. Activities encompassed by the SFIA skill of Business Process Improvement may include, but are not limited to: analysing and designing business processes to improve business performance, create business opportunities, deliver new or improved products/services, or improve product/service value chains, the adoption and exploitation of data, information, technologies, and cloud-based services, identifying and implementing improvements to business models, business operations and services through improved processes, assessing the costs and potential benefits of new approaches to the organisation and all stakeholders, as well as developing enterprise business process management capabilities to increase organisational agility and responsiveness to change.

Key Result Area 3: Business Administration

Managing and performing administrative services and tasks to enable individuals, teams, and organisations to succeed in their objectives. Basic administration tasks may include answering telephones, dealing with business correspondence, calling clients, customers, and colleagues, greeting visitors, e-mail, filing, using digital tools to organise team meetings, making arrangements for travel and meetings, dealing with relevant suppliers. Management-level business administration tasks focus on planning, managing, and coordinating the activities of individuals and teams to enable them to achieve their objectives.

Key Result Area 4: Resourcing

Acquiring, deploying, and onboarding resources such as salaried employees, temporary staff, consultants, and contractors. Activities such as recruiting, selecting, deploying, onboarding, and transitioning resources, assessing candidates using methods such as interviewing, assessment centres, CV/resume review, tests, or exercises, and ensuring compliance with relevant statutory or external regulations and codes of good practice are all part of the resourcing skill. Measuring the effectiveness of resourcing approaches using methods such retention analysis, media and supplier assessment, customer satisfaction and validation of selection methods are important in ensuring resourcing longevity.

Key Result Area 5: Business Intelligence

Developing, producing and delivering regular and one-off management information to provide insights and aid decision-making. Typically applied in supporting operational needs through management and governance processes, Business Intelligence may consist of one-off or regular activities aligned with the organisation's planning and reporting cycles. Activities within this skill may include, but are not limited to: understanding business needs and objectives, identifying and validating internal and external data sets generated from a diverse range of business and operational processes, transforming the results of analysis into information that can be communicated to stakeholders using dashboards and reports, interpreting and analysing data, comparative analysis, benchmarking, trend analysis, bringing data together to communicate clear themes and trends, as well as focusing on data quality to provide confidence for making decisions on a single version of the truth.

Key Result Area 6: Information Management

Enabling the effective management and use of information assets. Information assets represent information deemed valuable by an organisation and may be held in many forms including, but not limited to digital documents, printed material, microform, e-mail, chats and websites. Information may be structured or unstructured and may be created by internal or external sources. Specific laws and regulations may require organisations to maintain records of certain business activities and transactions for a minimum period. Activities within the Information Management skill may include, but are not limited to, identifying, classifying, and processing information that is used to support decision-making, business processes and digital services, developing innovative ways of managing the information assets of the organisation, governance of how information is used to support decision-making, business processes, and digital services, ensuring information can be discovered and delivered in line with organisational policies and practices, developing and promoting strategies and policies for the design of information architectures, structures or taxonomies, as well as implementing systems of cataloguing, metadata, indexing and classification standards and methods used to organise information.

Key Result Area 7: Organisational Facilitation

Supporting workgroups, such as those working on projects, to implement principles and practices for effective teamwork across organisational boundaries and professional specialisms. Organisational Facilitation encompasses activities such as: developing and implementing team principles and practices for decision-making, prioritisation or problem-solving, helping teams adopt new/contemporary working practices and behaviours including specific agile methodologies, processes, tools and ceremonies, helping teams plan and prioritise their workload based on their capacity and track record of working removing barriers or impediments to teams achieving their mission and objectives, providing guidance and suggestions to support team members in adopting self-management and cross-functional working, as well as reviewing team effectiveness.

Key Result Area 8: Systems Development Management

Planning, estimating and executing systems development work to time, budget and quality targets. Systems development include the delivery of projects, initiatives, enhancement requests and the maintenance of existing systems. Activities may include, but are not limited to: planning and estimating work, adopting and adapting systems development lifecycle models based on the context of the work, and selecting appropriately from predictive (plan-driven) or adaptive (iterative/agile) approaches, collaboration and open communication with stakeholders with a focus on delivering value from systems development, managing risks and allowing for timely adjustment of plans and deliverables to continue to meet customer requirements and deliver value, ensuring systems development work meets the required quality standards, aligning systems development activity and deliverables with architectures and standards and ensuring quality with security and privacy built in, developing roadmaps to communicate systems development plans, identifying, allocating and managing resources (including staff, equipment and budgets), and how demand will be met with a supply capacity, as well as continuous improvement to refine and optimise systems development processes.

Professional Experience:

Knowledge:

· Demonstrated experience in operations management or a related role, showcasing a track record of successful coordination.

· Proficiency in relevant software and tools used for operations management and documentation.

Skills:

· Strong organizational abilities to manage multiple tasks, schedules, and resources efficiently.

· Excellent communication skills, both written and verbal, for effective collaboration and information dissemination.

· Analytical mindset with the ability to assess operational processes, identify inefficiencies, and propose strategic improvements.

· Possess robust problem-solving abilities to tackle operational challenges and implement impactful solutions.

· Ability to adapt to changing operational needs, evolving priorities, and dynamic business environments.

Working Relationships / Communications:

· Senior Director, Service & Support, APAC.

· Customer Solution Delivery Manager.

· Delivery Leads (Levels 1, 2, and 3).

· Program Coordinator.

· Account Managers.

· Business Development Managers.

· Trainers and Consultants.

· Mobilisation Coordinator

· Human Resources.

· Hardware and Software Teams.

· Logistics Manager APAC

· Other internal stakeholders.

Position Dimensions:

Geography (Countries Covered): APAC Region