Operations Coordinator

JOB PURPOSE

JOB PURPOSE

The Operations Coordinator in Dark Store is responsible for overseeing the efficient management of inventory and order fulfillment processes. This role ensures that products are accurately picked, stored, and delivered in a timely manner, while maintaining high standards of quality and customer satisfaction. The Operations Coordinator will collaborate with team members, manage daily operations, and implement best practices to optimize workflow and enhance overall store performance.

JOB RESPONSIBILITIES

• Receiving Goods:

  Verify PO details (including date, branch name, and signatures of sender and receiver), ensuring the PO date matches the shipment arrival date.

  Check product quality and condition, ensuring they are free from issues (mixing, cleanliness, health, and municipal notes).

  Ensure clear and valid expiration dates, and confirm receipt of the full shipment including all accessories (bags, cards, sugar papers, etc.).

• Product Availability Management:

  Open and close products based on current stock levels to maintain efficient inventory control, including raising the Purchase Order (PO) in the Odoo system, ensuring that after entering the PO quantities, the items are activated across all applications, and confirming that the products appear correctly on the customer app.

• Communication with Work Groups:

  Respond promptly to inquiries from work groups and provide observations regarding orders.

• Sales Invoice Management:

  Enter all sales invoices into the system without delay to ensure accurate financial tracking and timely sales processing, with careful attention to the technical system.

  As the store operates on a cloud-based platform that relies on an order management system, it is essential to work with it daily and ensure that all data is accurately entered and consistently updated.

• Shortage, Malfunction Reporting, and Branch Readiness Monitoring:

  Immediately notify the supervisor of any shortages in products or tools or report any equipment malfunctions that could impact operations.

  Ensure that all devices are properly charged and connected to the internet to maintain smooth workflow.

  Verify the availability and validity of products before accepting any order and handing it over to the driver or customer. Carefully review scheduled orders and gift requests to ensure accurate fulfillment.

  Before delivery, confirm that the order is free from any external issues and that all accompanying accessories are complete and included.

• Work Readiness:

  Quick thinking with a high level of organization, and strong communication skills to ensure effective coordination among work teams.

  Good knowledge of order management systems such as Deliverect, Jahez, HungerStation, and others, along with the ability to work under pressure while maintaining performance quality.

  Additionally, the ability to learn new technologies and quickly adapt to any new systems or tools.

• Product Organization:

  Receive products from suppliers and organize them on shelves according to established receiving policies for efficient access, strictly following the FIFO (First-In, First-Out) system and ensuring easy access to expiration dates.

  Avoid overstocking or piling up products during storage to prevent potential damage and always adhere to health and municipal regulations.

• Inventory Knowledge:

  Understand and manage purchase orders, product returns, and monitor expiration dates to reduce wastage.

  The daily, weekly, monthly, and annual inventory counts are the shared responsibility of both the branch supervisor and the operations coordinator, and they are among the top priorities to ensure the smooth and accurate flow of operations.

• Document Archiving:

  Archive all documents related to received products, including transfer documents, invoices, and returns for future reference.

• Supervisor Communication:

  Maintain open lines of communication with the supervisor regarding essential matters, necessities, and emergencies.

  Additionally, coordinate between departments by maintaining effective communication with delivery teams, customer service, and suppliers to ensure smooth operations and high customer satisfaction.

• Supplier Relationships:

  Build and maintain good relationships with suppliers to ensure a reliable supply of products when needed.

• Flexibility & Responsiveness:

  Be available to work flexible hours, including weekends and holidays, to meet operational needs and emergencies, willingness to relocate between branches based on work needs.

• Cleanliness Standards:

  Adhere to cleanliness and hygiene standards in the store to ensure a safe and pleasant shopping environment.

JOB REQUIREMENTS

• Minimum one year of operations or logistics, preferably in a retail field.
• Knowledge of health and food safety regulations.
• Strong organizational and multitasking abilities.
• Excellent communication and interpersonal skills.
• Proficient in inventory management.
• Problem solving skills and ability to work under pressure.
• Arabic and English languages.