HEAD OF OPERATIONS AND ADMINISTRATION / CEO RIGHT HAND

We are looking for someone to help the CEO transform a fast-growing and dynamic company into a clearly managed system.

This is not a classic administrator position.

Your task will be to ensure that people know who is responsible for what, agreements are fulfilled on time, processes are working, and daily organizational issues are resolved without reaching the CEO.

Mission

To create and maintain a functioning operating system in which:

• clear responsibilities;
• specific deadlines;
• visible results;
• problems are escalated in a timely manner;
• solutions are implemented;
• the CEO can devote most of his time to growth, strategy, sales and partnerships.

• At least 3-5 years of experience in operations, projects, processes, administration or business coordination.
• Experience in managing a team or significant cross-departmental projects.
• Very strong execution skills – not only planning, but also completing.
• Ability to work in an environment with a lot of change happening at the same time.
• Ability to quickly identify what is most important and discard what is not a priority at that time.
• Ability to make decisions independently.
• Ability to lead people not only through support, but also through clear responsibility.
• Ability to say “no”, “not now” or “yes, but for this we have to postpone X”.
• Analytical thinking and ability to turn problems into concrete solutions.
• Excellent organizational and priority management skills.
• Ability to work directly with a fast-paced CEO and not get lost in a changing situation.
• Conflict management and negotiation skills.
• Experience with ERP systems; Odoo is a big advantage.
• Good oral and written English.
• Good oral Russian.
• Category B driver's license.

Big advantages

• Experience in a rapidly growing company.
• Experience in introducing order into an organization that is not fully systematized.
• Experience with KPI and agreement implementation control.
• Experience in the automotive, service, rental or trade business.
• Experience in working directly with the company owner / CEO.

After a year in this job, you will have achieved

• The CEO hardly decides on daily operational and administrative issues anymore.
• The team clearly knows its responsibilities.
• Agreements have responsible people and deadlines and are completed.
• Delayed issues are visible and escalated before the deadline.
• Administrative and financial processes are carried out on time.
• Odoo and other systems are used as a real work tool.
• Results are analyzed and decisions are made in management meetings, rather than information searches.
• Customer escalations are resolved quickly and professionally.
• The CEO devotes most of his time to sales, strategy, growth and partnerships.

1. Control of execution of operations and agreements

• Ensure that team agreements are translated into specific actions, responsible people and deadlines.
• Control that tasks are not left "in progress" without a clear deadline.
• Monitor delayed, blocked and unfulfilled issues and initiate their resolution.
• Organize and conduct weekly agreement control.
• Ensure that decisions made are implemented, and not left in meeting minutes.
• Clearly escalate to the CEO only those issues that really need her solution.

2. Process management and improvement

• Identify where recurring problems and "fires" arise in the company.
• Create simple and working processes, not excessive bureaucracy.
• Oversee the implementation of processes in Odoo and other systems.
• Ensure that processes are actually used by the team, and not just described in documents.
• Constantly assess what can be simplified, automated or delegated to another responsible person.
• Manage the control of registrations, insurance, leasing documents and other administrative processes.

3. Team coordination and culture of responsibility

• Ensure that each function has a clear responsible person.
• Demand results and deadlines, while helping people solve real blockers.
• Be able to distinguish when a person needs help and when it is necessary to clearly demand responsibility.
• Coordinate common issues between sales, service, rental and administration.
• Do not take over other people's work, but ensure that it is carried out by the right responsible person.

4. Administration and finance coordination

• Coordinate work with an external accounting company.
• Ensure timely submission of documents and information.
• Monitor the order of debts, payments, invoices and financial documents.
• Control compliance with administrative and financial deadlines.
• Ensure that the information needed by management is prepared before meetings, and not calculated during them.

5. CEO's right hand

• Take over daily organizational and coordination issues.
• Filter problems before they reach the CEO.
• Come to the CEO not only with the problem, but also with a proposed solution.
• Help the CEO set priorities and protect the team from chaotic priority changes.
• If a new CEO priority arises, clearly identify what needs to be moved, stopped or postponed.
• Be able to constructively disagree with the CEO if the decision poses a risk to processes, deadlines or the team.
• Prepare information for management meetings and supervise the implementation of decisions.

3300-3700 €/mon. gross

Lubinų g. 12a, Avižieniai, Vilniaus r. sav. Calculate your travel time to work