Executive Operations & Process Manager COOs Office

About the Company

We are a rapidly growing technology company specializing in e-commerce, retail, and custom system integration for gaming, content creation, rendering, AI, and professional workstation PCs. Our portfolio includes PC components, peripherals, laptops, and complete custom-built systems from leading global brands.

Job Summary The Executive Operations Manager serves as the operational right hand of the COO, ensuring seamless execution of business operations across all departments. This role is responsible for driving accountability, maintaining operational discipline, coordinating cross-functional teams, tracking action items, and ensuring management decisions are implemented effectively.

The individual will represent the COO in day-to-day operations whenever required, ensuring that every department remains aligned with company goals while providing the COO with complete visibility into ongoing operations.

Key Responsibilities

COO Office & Business Execution

- Work directly with the COO on company-wide operational initiatives and strategic priorities.
- Act as the primary operational support to the COO across all business functions.
- Ensure decisions made by leadership are communicated, tracked, and executed within agreed timelines.
- Follow up with department heads to ensure assigned tasks are completed efficiently.
- Keep the COO informed of all significant operational developments throughout the day.
- Serve as the COO’s representative whenever required.

Cross-Functional Operations

- Attend and actively participate in meetings across all operational departments, including:
- Procurement
- Customer Relationship Management (CRM)
- System Integration
- Inventory & Warehouse
- Logistics
- Retail Operations
- Regional Store Operations
- HR & Administration
- Monitor progress of ongoing customer escalations and ensure timely resolution.
- Coordinate between departments to eliminate operational bottlenecks.
- Escalate risks, delays, or unresolved issues to the COO.

Meeting Management

- Attend all key internal meetings involving the COO and independently attend operational meetings whenever delegated.
- Prepare structured meeting agendas where required.
- Record accurate Minutes of Meeting (MoM), capturing discussions, decisions, owners, and deadlines.
- Circulate meeting summaries and track completion of action items.
- Ensure accountability by following up on pending tasks until closure.

COO Updates & Reporting





- Provide the COO with structured updates throughout the day, especially during travel or external meetings.
- Summarize operational performance, pending issues, escalations, and completed actions.
- Highlight key business developments requiring management attention.
- Maintain dashboards and trackers for critical operational activities.

Operational Discipline & Compliance

- Conduct regular reviews with Regional Store Managers regarding store operations and daily performance.
- Monitor discipline across teams, including attendance, punctuality, adherence to SOPs, and workplace conduct.
- Coordinate with the HR Department to review attendance records, leave patterns, and operational compliance.
- Identify recurring operational concerns and recommend corrective actions.
- Ensure departments consistently follow established operational processes and standards.

Interdepartmental Coordination

- Facilitate communication between departments to improve operational efficiency.
- Ensure procurement, inventory, logistics, CRM, retail, and system integration teams remain aligned on daily priorities.
- Track dependencies between departments and proactively resolve coordination gaps.
- Support cross-functional projects initiated by the COO.

Operational Monitoring

- Monitor day-to-day business activities and identify process improvement opportunities.
- Track departmental KPIs and operational performance.
- Ensure customer commitments, procurement timelines, logistics schedules, and operational deliverables are met.
- Maintain visibility into company-wide priorities and execution status.

Key Performance Indicators (KPIs)

- Timely execution of COO directives.
- Percentage of action items completed within deadlines.
- Accuracy and timeliness of meeting minutes and follow-up reports.
- Cross-department coordination effectiveness.
- Resolution time for operational bottlenecks.
- Compliance with attendance, punctuality, and operational SOPs.
- Reduction in unresolved operational escalations.
- Overall visibility and reporting quality provided to the COO.

Required Skills & Qualifications

- Excellent organizational and multitasking abilities.




- Strong leadership and interpersonal skills.
- Exceptional written and verbal communication.
- Ability to coordinate multiple departments simultaneously.
- Strong analytical and problem-solving skills.
- High attention to detail and excellent documentation skills.
- Proficiency in Microsoft Excel, Google Workspace, and project/task management tools.
- Ability to maintain confidentiality while handling sensitive business information.
- Strong follow-up and execution mindset with the ability to drive accountability.

Preferred Experience

- 4–8 years of experience in Operations, Business Operations, Project Management, or Executive Office roles.
- Experience within e-commerce, retail, technology distribution, consumer electronics, or system integration industries is preferred.
- Experience coordinating cross-functional teams and senior management stakeholders.

Desired Attributes

- Highly dependable and proactive.
- Excellent time management and prioritization skills.
- Strong sense of ownership and accountability.
- Calm under pressure with the ability to manage multiple priorities.
- Process-oriented with a continuous improvement mindset.
- Professional, discreet, and capable of handling confidential information.
- Ability to think strategically while executing operationally.
- Strong leadership presence with the confidence to coordinate across all levels of the organization.

Standard Operating Procedures (SOP) & Process Management l Own the development, documentation, review, and continuous improvement of Standard Operating Procedures (SOPs) across all departments. l Identify operational gaps and collaborate with department heads to draft new SOPs, workflows, and process documents.

l Review existing SOPs regularly to ensure they remain relevant, effective, and aligned with current business operations.

l Present all new and revised SOPs to the COO for review and approval before implementation.

l Coordinate the rollout of approved SOPs across departments and ensure employees are trained on updated processes.

l Monitor adherence to approved SOPs through regular operational reviews and recommend corrective actions where required.

l Maintain a centralized repository of all company SOPs, ensuring proper version control and documentation.

l Drive process standardization and operational excellence by continuously identifying opportunities to improve efficiency,

accountability, and cross-functional collaboration.

📌 Executive Operations & Process Manager (Mumbai)
🏢 EliteHubs
📍 Mumbai