Job description for Assistant Operational Manager at Smokemart Indonesia
Assistant Operations Manager
Company: Bali Vape and Tobacco Distribution (BVTD) / SmokeMart
Location: Bali, Indonesia
Employment Type: Full-Time
Department: Operations
About the Role
BVTD is seeking a proactive, organised, and hands-on Assistant Operations Manager to support the Operational Manager in overseeing the company's entire operational structure, from distribution and warehouse management to logistics, inventory control, and SmokeMart retail stores.
The successful candidate will help coordinate daily operations, supervise teams, monitor performance, improve workflows, and ensure company procedures are followed across all departments. This role requires someone who can work across multiple business functions, solve problems, maintain accurate records, and ensure operational tasks are completed efficiently.
Candidates with an educational background in Management, Business Administration, Information Systems, Informatics, or a related field are encouraged to apply.
Key Responsibilities
1. General Operations
Assist the Operational Manager in coordinating daily activities across distribution, warehousing, logistics, and retail.
Monitor operational performance, staff productivity, and compliance with company procedures.
Implement and maintain standard operating procedures (SOPs).
Identify operational problems and recommend improvements.
Follow up on assigned tasks and ensure deadlines are met.
Prepare daily, weekly, and monthly operational reports.
2. Distribution and Logistics
Coordinate order processing, picking, packing, dispatch, and delivery.
Monitor delivery schedules, order accuracy, and fulfilment performance.
Coordinate with sales, warehouse staff, drivers, and delivery teams.
Resolve delivery issues, missing items, and order discrepancies.
Ensure accurate documentation of deliveries and stock movements.
3. Warehouse and Inventory
Assist with receiving, storing, organising, and dispatching stock.
Monitor inventory levels and ensure system records match physical stock.
Coordinate stock counts, inventory reconciliation, and stock transfers.
Investigate stock discrepancies, damaged goods, and inventory losses.
Monitor fast-moving and slow-moving products and support stock replenishment.
Maintain warehouse organisation, cleanliness, and safety.
4. SmokeMart Retail Operations
Support daily operations across SmokeMart retail outlets.
Monitor store procedures, staff attendance, customer service, and store standards.
Conduct store visits and operational inspections.
Monitor stock availability, POS transactions, sales reports, and inventory accuracy.
Coordinate stock replenishment between the warehouse and retail stores.
Follow up on store issues and ensure compliance with company policies and applicable regulations, including age-verification requirements.
5. Staff Coordination
Coordinate and support warehouse, distribution, logistics, and retail employees.
Assist supervisors and store managers in achieving operational targets.
Monitor staff attendance, productivity, and compliance with procedures.
Support staff training, onboarding, and performance improvement.
Promote teamwork, accountability, and effective communication.
6. Systems, Reporting, and Process Improvement
Maintain accurate operational data and reports.
Use spreadsheets and business systems to monitor stock, sales, deliveries, and operational performance.
Support the use and improvement of ERP, CRM, POS, inventory management, and other information systems.
Identify opportunities to automate tasks, improve reporting, and streamline workflows.
Assist in implementing new systems and ensuring staff follow the correct processes.
Track operational KPIs and report issues and improvement opportunities to the Operational Manager.
Requirements and Qualifications
Diploma or bachelor's degree in Management, Business Administration, Information Systems, Informatics, Operations Management, or a related field is preferred.
Experience in operations, distribution, warehousing, logistics, inventory management, or retail is an advantage.
Previous experience in a supervisory, team leader, or assistant manager position is preferred.
Good understanding of stock control, warehouse procedures, distribution, and retail operations.
Familiarity with ERP, CRM, POS, inventory systems, and Microsoft Excel or Google Sheets.
Strong analytical, organisational, problem-solving, and time-management skills.
Good leadership and communication skills.
Able to coordinate multiple departments and manage competing priorities.
Proactive, detail-oriented, reliable, and accountable.
Able to work independently and follow tasks through to completion.
Good Bahasa Indonesia communication skills; English proficiency is an advantage.
Willing to travel between warehouse, distribution, and retail locations when required.
Preferred Experience
Experience in FMCG, wholesale distribution, retail chains, consumer goods, tobacco, or vape industries is an advantage. Candidates who understand how information systems support business operations, reporting, inventory control, and workflow automation will be particularly valued.
What We Are Looking For
We need a hands-on, solutions-oriented professional who can support the Operational Manager and help ensure the entire business operates efficiently. The ideal candidate understands that distribution, warehousing, and retail must work together seamlessly.
You should be comfortable working with people, numbers, systems, and operational processes. You must take initiative, identify problems, maintain accountability, and ensure that daily tasks are completed to the required standard.
This is an opportunity to develop management skills and take on greater operational responsibility as the company grows.
