Operations Manager (Software)

1.Managing a day-to-day operation for all the port (Westport, Kuantan, Kemaman, Lumut)

Responsible for overseeing the daily operational activities across Westport, Kuantan, Kemaman, and Lumut ports includes:

a) ITAP System Management (Integrated Terminal Access Pass / Port Pass system)

• Oversee the implementation and operation of the ITAP (Integrated Terminal Access Pass) system across all ports.
• Ensure proper registration, verification, and control of port users, vendors, truckers, and staff.
• Collaborate with port authority and security for permit issuance and access rights.
• Monitor system reports for usage trends, violations, and anomalies.

b) Automated Gate System

• Manage automated gate operations at all port entry/exit points.
• Ensure gates are functional, efficient, and well-integrated with cargo handling systems (e.g. TOS).
• Troubleshoot gate-related issues including system downtime, license plate recognition (LPR) errors, and unauthorized access.

c) Support

• Monitor and troubleshoot issues with systems e.g. ITAP, Automated Gate System
• Coordinate with the IT & Project team for smooth operation of the systems
• To provide timely and effective support, ensuring minimal disruption to business operations.
• Ensure all development activities follow established timelines.

2.Managing project / CR /Tender

a) Planning & project schedule

• Lead and coordinate port-related infrastructure and system upgrade projects (e.g. new gate system)
• Develop project plans, timelines, budgets, and scope in alignment with operational goals.
• Collaborate with internal departments (e.g. Procurement, IT) and external contractors to deliver projects on time
• Track project milestones, manage risks, and report progress to senior management.

b) Implementation & sign off

• Ensure operational continuity during project implementation phases.

c) Vendor management

• Participated in sessions encompassing top management meetings, tender briefings, and preparation/submission activities
• Gathered feedback on system usage satisfaction product improvement suggestions/requests from clients and sharing them with the team.

3.Finance & Compliance

a) Procurehere systems

• To ensure that departmental purchase requests (PRs) are operationally justified, accurately detailed, and aligned with budget allocations for procurement processing

b) Invoicing

• Review all incoming invoices from vendors, service providers, and contractors
• Submit validated invoices to Finance for payment processing.
• Monitor timelines to ensure vendors are paid within agreed payment terms (e.g., 30 or 60 days)
• Ensure the requested items or services fall within approved budgets or CAPEX/OPEX allocations.

c) Billing & Collection

• Provide accurate billing and quotations to respective PIC and make sure it is process on time
• Monitor all collection from clients within the agreed payment terms (e.g., 30 or 60 days)

4.People & Process

• Lead and manage operation team by providing direction and oversight to ensure effective day-to-day operations, fostering accountability and ownership within the team.
• Create a positive and engaging team environment by setting clear expectations, promoting open communication, and motivating team members to achieve both individual and organizational goals.
• Set clear KPIs (Key Performance Indicators) and targets for the operations team and regularly assess their performance
• Coordinate with HR to identify staffing needs, participate in recruitment, and ensure a smooth onboarding experience for new hires
• Monitor workloads and adjust staffing levels as necessary to maintain operational efficiency.
• Support staff development and training by identify skill gaps and growth opportunities. Facilitate training, coaching, and career development initiatives to enhance individual and team capabilities.

Requirement

1. Bachelor's Degree, Post Graduate Diploma, Professional Degree, Computer Science/Information Technology or equivalent
2. Minimum 2 years of experience in understanding of IT project lifecycle, software development lifecycle and daily operations
3. Ability to develop a comprehensive understanding of port-related business operations and market industry
4. Familiar with a project of software development life cycle knowledge is an added advantage
5. Applicants must have good analytical skills to resolve issues
6. Excellent verbal and written communication skills, with the ability to communicate professionally at all levels within the organization
7. Strong organizational and time-management skills
8. Demonstrated ability to work independently and as part of a team, effectively managing multiple tasks and priorities.
9. Committed to self-improvement and staying updated with industry best practices