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Operations Executive
About This Role
A-Square Group is looking for a highly responsible and structured Operations Executive who can bring discipline, financial clarity, and process control into our growing MEP consultancy organization. As we scale operations and expand project volumes, this person will establish strong reporting systems, monitor financial performance, streamline inter-department coordination, and ensure smooth day-to-day office functioning.
This is not a purely administrative role — it is a business-critical position that directly impacts profitability, productivity, and organizational growth. The Operations Executive will act as the backbone of internal management, working closely with Design (Electrical, HVAC, Plumbing, Firefighting, BIM), Accounts, HR, and Administration.
Detailed Responsibilities
- Study the current organizational structure and identify reporting gaps
- Design a clear reporting hierarchy for all departments
- Define roles, responsibilities, and accountability levels
- Implement structured weekly and monthly reporting formats
- Ensure each department head submits regular performance and progress reports
- Standardize documentation formats to maintain uniformity
- Work with Accounts and HR to prepare annual and quarterly budgets
- Assist in planning manpower costs and departmental operational expenses
- Track project-wise revenue and expenditure
- Prepare weekly, monthly, quarterly and yearly financial performance summaries
- Analyse Spent vs. Earning reports and highlight deviations
- Identify cost leakages and recommend corrective actions
- Support management in forecasting revenue and planning cash flow
- Monitor day-to-day administrative activities
- Oversee office infrastructure, vendor management and facility maintenance
- Ensure smooth functioning of utilities, IT systems and workplace resources
- Maintain discipline and professional decorum in the office
- Coordinate with vendors for service contracts and renewals
- Ensure statutory and documentation compliance as required
- Coordinate between design teams and support departments
- Track project timelines and ensure adherence to deadlines
- Identify bottlenecks in workflow and take corrective action
- Ensure proper allocation of manpower based on project priority
- Monitor workload distribution across departments
- Ensure smooth communication between teams to avoid delays
- Conduct structured weekly review meetings with all department heads
- Record minutes of meetings and track action points
- Follow up on pending deliverables and commitments
- Monitor performance against planned targets
- Escalate major concerns to management when necessary
- Prepare structured dashboards covering Revenue vs. Cost, Project progress, Billing & collections, Overheads & expenses, and Resource utilization
- Submit reports on weekly, monthly, quarterly and yearly basis
- Provide clear insights and recommendations to management — not just numbers, but meaningful business intelligence
- Develop SOPs for project initiation, design stages, documentation control, billing process and client communication
- Create systematic workflow charts for smoother operations
- Ensure all departments follow standardized procedures
- Continuously improve operational systems
- Establish clear communication channels between departments
- Define escalation matrix and reduce delays caused by miscommunication
- Ensure structured information flow between design, accounts, HR and management
- Implement collaborative systems for smoother coordination
Key Result Areas (KRAs)
Operational Discipline
Structured reporting system implemented within 3 months; clear accountability matrix across all departments
Financial Control
Accurate Spent vs. Earning reports; budget variance within acceptable limits; cost optimization identified
Process Implementation
Minimum 5 core SOPs developed and implemented within 6 months; standardized workflow across departments
Administrative Stability
Smooth office operations without major disruptions; vendor cost management and professional work environment
Management Support
Timely MIS report submission; data-driven support for strategic decisions; accurate operational dashboards
Ideal Candidate Profile
Qualifications
- MBA in Operations / Finance or equivalent qualification
- Experience in engineering consultancy, MEP, construction or related industry preferred
- Strong knowledge of budgeting, MIS reporting and Excel
Competencies
- Highly structured, disciplined and analytical mindset
- Strong communication and coordination skills
- Financially aware with process-driven approach
- Capable of handling multiple departments simultaneously
Who You'll Work With
Reports to: Managing Director
Coordinates with: Design Departments (Electrical, HVAC, Plumbing, Firefighting, BIM), Accounts, HR and Administration
Apply Now
Share your experience, current & expected CTC, notice period and resume. We'll get back to you within 3 working days.
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