Your role will involve operations management, client coordination, project monitoring, team management, resource planning, and business development support. Here's a detailed breakdown of your responsibilities:

Key Responsibilities

- Overall Operations Management

Oversee the day-to-day operations of Graphē and ensure smooth functioning across departments.

Establish and maintain operational processes, SOPs, workflows, and reporting systems.

Identify operational gaps, bottlenecks, and inefficiencies and implement solutions.

Coordinate between different departments to ensure timely execution of projects and internal requirements.

Monitor resource utilisation, workload, deadlines, and team productivity.

- Project & Workflow Management

Ensure projects are properly planned, assigned, monitored, and delivered within agreed timelines.

Coordinate with Team Heads and Project Managers to track project progress and deliverables.

Maintain visibility of ongoing projects, pending tasks, dependencies, and critical deadlines.

Escalate delays, quality issues, or resource constraints to management at the appropriate stage.

Improve internal workflows to increase efficiency and reduce unnecessary delays.

- Client Coordination & Relationship Management

Act as a key point of contact for clients wherever operational or coordination support is required.

Understand client requirements and ensure they are communicated clearly to the relevant internal teams.

Monitor client satisfaction, deliverables, timelines, and pending approvals.

Build and maintain long-term professional relationships with existing clients.

Identify opportunities for additional services and coordinate with the management/business development team for potential business growth.

- Business Development Support

Support management in identifying new business opportunities and potential clients.

Assist in preparing proposals, presentations, quotations, and business documentation.

Coordinate meetings, follow-ups, discussions, and onboarding of new clients.

Maintain a structured database of prospects, leads, clients, and business opportunities.

Track business opportunities from initial enquiry through conversion and onboarding.





- Recruitment & Talent Management

Understand manpower requirements across Graphē's different departments.

Prepare and update job descriptions, KRAs, and role requirements in coordination with Team Heads.

Source, screen, and shortlist suitable candidates for creative, technical, marketing, and operational positions.

Coordinate interviews, assignments, assessments, and selection processes.

Maintain a recruitment pipeline and candidate database.

Coordinate onboarding and ensure recent employees have the required information, resources, and access to begin their roles effectively.

- Team & Resource Coordination

Work closely with Team Heads to understand current and upcoming manpower requirements.

Monitor workload distribution and assist in balancing resources across projects.

Support management in identifying performance, productivity, or behavioural concerns.

Facilitate communication between teams and help resolve operational conflicts.

Ensure teams follow established company processes, policies, and reporting systems.

- Performance & Process Monitoring

Track departmental and individual performance against defined KRAs and KPIs.

Maintain operational reports and dashboards for management review.

Monitor attendance, leave, task completion, productivity, and other operational parameters where applicable.

Identify recurring issues and recommend corrective or preventive measures.

Support performance review and improvement processes.

- Internal Administration & Compliance

Ensure company policies and internal procedures are properly communicated and followed.

Coordinate documentation related to employees, clients, vendors, and operational processes.

Maintain important operational records and databases.

Coordinate with accounts, HR, legal,



and other support functions wherever required.

Ensure timely completion of administrative and compliance-related requirements.

- Vendor & External Coordination

Coordinate with external vendors, freelancers, consultants, recruitment agencies, and service providers.

Evaluate operational requirements and coordinate quotations, negotiations, timelines, and deliverables.

Ensure external resources meet agreed quality and delivery standards.

- Management Reporting & Decision Support

Prepare regular operational reports for the management.

Provide management with insights into team capacity, project status, recruitment requirements, client issues, and operational challenges.

Analyse operational data to identify areas for improvement.

Take ownership of assigned operational initiatives and drive them through to completion.

Key Performance Indicators

- Project Delivery & Efficiency

100% of projects delivered on/before deadline.

100% adherence to project budgets.

Reduction in turnaround time for revisions/approvals.

- Team Productivity & Management

Designer utilization rate.

Employee satisfaction & retention in operations and creative teams.

Training & skill development sessions conducted per quarter.

- Client Satisfaction & Retention

Client satisfaction score

Number of escalations resolved within SLA.
- Financial & Resource Management

Cost savings achieved through efficient vendor and tool management.

Accuracy in resource allocation vs. actual usage (over/underutilization rate).

Budget variance

- Process & Quality Improvement

Number of SOPs/process improvements implemented quarterly.

Reduction in design errors or rework requests.

Internal audit scores on process adherence.

- Compliance & Risk

Adherence to client confidentiality and data security policies.

Number of compliance breaches (target: zero).

Safety and workplace compliance audit ratings.

Every role at Graphē is not just a job but a crucial piece in the mosaic of our creative venture. In this close-knit community, your performance is more than a mere task; it's the foundation on which our collective success rests. ‎

📌 Operations Manager (Kolkata)
🏢 Graphē
📍 Kolkata