Ultra Labs - Oil Condition Monitoring

Job Description: Operations Manager – Oil Testing Laboratory Location: Kalamboli, Navi Mumbai Department: Operations Reports To: CEO Company Overview: We are a medium sized family-owned private company. For over 15 years, we have been involved in the manufacture of lubricants and petroleum specialty products to national and Global Oil companies. Our Ultra Labs Division operates a sophisticated independent test lab certified by NABL which provides testing of fuels, automotive specialties and lubricants. We provide condition monitoring of automotive, industrial, mining and construction equipment to OEMs and large fleets/ customers, involving sample collection, logistics, testing, interpretation and providing analytical reports and recommendations. We have also commenced marketing products for mitigating field problems such as Injector deposits. Business growth and new opportunities have created the need for hiring an Operation Manager to lead and manage the lab operations completely. The job reports to the CEO of the company. As our operations continue to expand and the volume of samples and client interactions increases, we recognize the need for a dedicated Operations Manager to oversee and streamline cross-functional coordination. Job Summary: The Operations Manager will be responsible for overseeing and coordinating the activities of all departments within the oil testing laboratory. This includes ensuring timely and accurate sample processing, interdepartmental collaboration, and continuous improvement of operational efficiency. The role demands strong leadership, problem-solving skills, and the ability to manage cross-functional teams effectively. The Operations Manager will play a key role in driving efficiency, resolving interdepartmental issues, and supporting strategic business growth Key Responsibilities Ø Operations Management Oversee day-to-day operations across all departments: Testing, Sales, Data Entry, Accounts, Technical, HR & Admin. Monitor departmental KPIs and ensure adherence to timelines and quality standards. Ensure timely and accurate processing of samples, reporting, invoicing, and customer communication. · Identify and resolve operational bottlenecks, equipment breakdowns, or process delays. Ø Building & Infrastructure Maintenance Ensure the laboratory infrastructure, equipment, and utilities are well-maintained and operational. Coordinate with vendors for repairs, AMC, and facility upgrades. Maintain safety, hygiene, and compliance standards across the premises. Ø Team Leadership & Coordination Lead cross-functional teams with clear direction, accountability, and collaboration. Foster collaboration among all departments to ensure smooth operations. Conduct regular team meetings to align goals, review performance. Mediate and resolve interdepartmental disputes or workflow conflicts. Support HR in recruitment planning, onboarding, and team development. Ø Customer Service Management Ensure customer queries, complaints, and special requests are addressed promptly and professionally. Collaborate with Sales and Technical teams to maintain high levels of client satisfaction. Monitor service delivery timelines and quality of communication. Ø Data Management & Systems Oversee implementation and integration of systems for sample tracking, reporting, and departmental coordination. Ensure data accuracy, consistency, and timely reporting across all functions. Generate operational dashboards and reports for management review. · Introduce automation and digital tools where applicable. Ø Quality Assurance & Compliance Ensure adherence to ISO/IEC 17025 and other relevant quality standards. Monitor testing accuracy, documentation, and audit readiness. Drive continuous improvement in SOPs, quality systems, and compliance protocols. Ø Budget & Cost Control Monitor departmental budgets and control operational costs. Identify cost-saving opportunities without compromising quality or efficiency. Support management in financial planning and resource allocation. Ø Strategic Planning & Business Improvement Identify opportunities for operational efficiency and process optimization. Contribute to business growth strategies and client satisfaction initiatives. Implement performance monitoring systems and drive continuous improvement. Ø Qualifications & Skills · Bachelor’s or Master’s degree in Operations or related field (preferred). Minimum 10+ years of experience in operations or cross-functional management, preferably in a laboratory or industrial setting. Strong leadership, coordination, and problem-solving skills. Proficiency in MS Office, LIMS systems, and reporting tools. Knowledge of quality standards, budgeting, and infrastructure management. Customer-focused mindset with attention to detail and process efficiency. Ø Preferred Attributes Experience in oil/petroleum testing or technical laboratory environments. Familiarity with ISO/IEC 17025 and quality management systems. Strong analytical mindset and ability to drive business improvement initiatives.