Executive Director – Operations

Reports To

Business Head

Supervises / Coordinates

- Head – Operations
- Head – Relations
- Accounts / Accountant
- Admin
- All functional teams through respective department heads

1. 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.

3. 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.

4. 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.

6. 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 schedules

Relations
- Recent business
- Pending quotations
- Client follow-ups
- Client escalations
- Upcoming requirements

Accounts
- Billing
- Collections
- Outstanding payments
- Major expenses

Admin
- Manpower
- Attendance
- Discipline
- Administrative issues

Management
- Pending decisions
- Major risks
- Delayed actions
- Corrective actions

A consolidated Weekly Management Report shall be submitted to the Business Head.

- SOP & PROCESS IMPLEMENTATION

- Ensure all departments follow approved company SOPs.
- Identify gaps in existing processes.
- Recommend improvements to management.
- Ensure proper documentation at every stage.
- Monitor adherence to:

Lead → Requirement → Design → Costing → Approval → Production Planning → Fabrication → Site Execution → Quality Audit → Billing → Closure

- Ensure no major stage is skipped without proper approval.
- Develop systems to reduce dependency on individuals.

10. QUALITY & ACCOUNTABILITY
- Ensure quality standards are maintained across production and site execution.
- Monitor rework, rejection and customer complaints.
- Identify recurring operational failures.
- Implement corrective and preventive actions.
- Ensure responsibility is clearly assigned for errors and delays.
- Maintain a culture where problems are reported early rather than hidden.

11. PROCUREMENT & RESOURCE COORDINATION
- Coordinate with Admin/Purchase and Operations regarding procurement requirements.
- Monitor critical material requirements.
- Ensure procurement is aligned with project schedules.
- Avoid unnecessary emergency purchases.
- Monitor material availability for ongoing projects.
- Escalate critical procurement delays.
- Ensure major purchases follow the company's approval process.

12. TEAM LEADERSHIP
- Provide leadership and direction to department heads.
- Build a culture of ownership and accountability.
- Ensure department heads take responsibility for their respective functions.




- Avoid unnecessary micromanagement while maintaining proper control.
- Resolve inter-department conflicts.
- Encourage communication and teamwork.
- Identify high-performing employees and potential future leaders.
- Recommend training and development requirements.

13. REPORTING TO BUSINESS HEAD The Executive Director shall provide the Business Head with:

Daily

- Critical operational updates
- Major delays
- Client escalations
- Urgent manpower/material issues
- Decisions required from management

Weekly
- Consolidated department performance
- Project status
- KPI performance
- Pending actions
- Billing and collection status
- Major operational risks
- Corrective actions

Monthly
- Department-wise performance report
- Project profitability overview
- Operational efficiency
- Employee productivity
- Receivables and billing status
- Major expenses
- Process improvement initiatives
- Management recommendations

14. DECISION-MAKING AUTHORITY The Executive Director – Operations shall have authority to:
- Assign operational priorities.
- Direct department heads regarding execution.
- Reallocate operational resources within approved limits.
- Demand status reports and performance data.
- Call review meetings.
- Set operational deadlines.
- Escalate non-performance.
- Recommend disciplinary action.
- Recommend manpower changes.
- Recommend process improvements.
- Coordinate urgent operational decisions within approved company policies.

The following shall require approval from the Business Head / Management:
- Major financial commitments
- Major capital expenditure
- New loans or financial liabilities
- Salary revisions
- Senior-level appointments
- Termination of key employees
- Major vendor commitments
- Major pricing decisions
- Strategic client commitments
- New business verticals
- Changes to company policy
- Major contractual/legal commitments

15. CORE ACCOUNTABILITY The Executive Director – Operations shall ultimately be accountable for ensuring:

“What management decides must be converted into clear action, proper ownership, timely execution and measurable closure.”

The role shall not merely function as a reporting or coordination position.

It shall be an execution leadership position with responsibility for organisational discipline, cross-functional coordination and operational performance.

- KEY PERFORMANCE INDICATORS (KPIs)

Performance shall be evaluated based on:

- On-time project completion
- Reduction in project delays
- Reduction in rework and wastage
- Operational productivity
- Department KPI achievement
- Client issue resolution time
- Billing and collection coordination
- SOP compliance
- Employee discipline and productivity
- Timely closure of management action points
- Reduction in operational bottlenecks
- Project profitability protection
- Accuracy of management reporting
- Cross-functional coordination
- Overall execution efficiency

17. REPORTING PRINCIPLE The Executive Director – Operations shall maintain a single-point accountability system.

Department heads shall remain responsible for their individual functions, while the Executive Director shall be responsible for ensuring that these functions work together effectively.

Management Structure

Managing Director

↓

Business Head/CEO

↓

Executive Director – Operations

↓

Operations Head | Head – Relations | Accounts | Admin

↓

Respective Teams The Executive Director shall support, coordinate, monitor and hold accountable the functional heads without unnecessarily taking over their individual responsibilities.

- SUCCESS DEFINITION The Executive Director – Operations will be considered successful when:

- The Business Head/CEO or MD does not have to chase routine matters.
- Department heads know exactly what is expected from them.
- Projects move according to planned timelines.
- Issues are identified before they become crises.
- Client commitments are properly coordinated.
- Accounts, Operations, Relations and Admin work as one organisation.
- Management receives accurate information on time.
- Employees understand accountability.
- SOPs are followed consistently.
- Decisions are converted into execution and closure.

Pay: ₹50,000.00 - ₹70,000.00 per month

Benefits

- Health insurance
- Leave encashment
- Paid sick time

Work Location: In person

📌 EXECUTIVE DIRECTOR – OPERATIONS (Mogappair)
🏢 Edge studios
📍 Mogappair