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Operations · Mid level

Operations Analyst job description

An Operations Analyst uses data to show how an operation is performing and where it can do better. The role builds operations reports and dashboards, studies productivity, capacity, cost and turnaround, and gives managers the numbers behind decisions on staffing, shift plans and process changes. A good operations analyst delivers the right number early enough to act on, with a clear view of what is driving it.

DetailFor this role
DepartmentOperations
LevelMid level
Reports toOperations Manager
Direct reportsNone
Experience2 to 5 years in operations MIS, analytics or planning

Operations Analyst job description template

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Job title: Operations Analyst

Department: Operations

Reports to: Operations Manager

Location: [City], [office, branch or site]

About the role

An Operations Analyst uses data to show how an operation is performing and where it can do better. The role builds operations reports and dashboards, studies productivity, capacity, cost and turnaround, and gives managers the numbers behind decisions on staffing, shift plans and process changes. A good operations analyst delivers the right number early enough to act on, with a clear view of what is driving it.

Key responsibilities

  • Build and maintain daily, weekly and monthly operations reports on volume, productivity, turnaround, quality and cost.
  • Compare capacity with forecast volume and recommend staffing or shift changes for the coming weeks.
  • Study productivity by person, team and shift, and flag outliers to the operations manager.
  • Calculate cost per unit, order or case, and explain what drove any change.
  • Investigate turnaround delays and backlog build-up, and trace them to specific steps or teams.
  • Support improvement projects with baseline data, before and after comparisons and charts.
  • Validate data from operations systems against source records, and fix or flag gaps.
  • Prepare data for monthly operations reviews and answer ad hoc questions from managers.
  • Automate repetitive reports with formulas, queries or BI tools to cut manual effort.

Requirements

  • Graduate in engineering, statistics, commerce or economics
  • Certification in data analysis or Power BI is an advantage
  • An MBA with an operations or analytics major is an advantage
  • 2 to 5 years in operations MIS, analytics or planning

KRAs and KPIs for a Operations Analyst

Key result areas for the appraisal form, each with a KPI you can measure every month or quarter.

Key result areaHow to measure it
Report timelinessDaily operations report issued by 10 am every working day
Data accuracyNo material error found in published reports in the month
Staffing forecastStaffing forecast within 10 percent of actual volume needs
Analysis turnaroundAd hoc analysis requests answered within 2 working days
Report automationAt least two manual reports automated each quarter

Skills and tools

Advanced ExcelSQLPower BI or TableauCapacity and staffing modelsCost analysisRoot cause analysisBasic statisticsData validationBusiness communicationCuriosity

Tools used day to day: MS Excel, SQL, Power BI or Tableau, ERP or operations system reports, Python for analysis, optional.

Reporting line and career path

Operations ManagerOperations Analyst
Moves up from: MIS Executive, Operations Executive, Data Analyst
Next roles: Senior Data Analyst, Business Operations Manager, Operations Manager

Interview questions for a Operations Analyst

  1. How would you estimate the staff we need next month if volume grows 15 percent?
  2. Productivity dropped 8 percent this week. Walk me through how you would find out why.
  3. What is the difference between average handling time and turnaround time?
  4. How would you lay out a dashboard for a warehouse or back office manager?
  5. A manager says your numbers are wrong. How do you respond?
  6. Tell me about a report you automated and how much time it saved.

Managing a Operations Analyst in ZeniaHR

AttendanceOffice based, usually on a general shift even when the operation runs round the clock, since reports use the previous day's data. Web punches limited to the office network suit the role, and hybrid work with a monthly WFH limit is common.LeaveName a backup who can refresh the daily report before approving leave of more than two days, because managers rely on it every morning. Avoid leave in the week of the monthly operations review.Performance and KRAsGive timeliness, accuracy, forecast and automation a weight each as KPI goals, review them every quarter, and compare the actual forecast error with its target at each review.

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Frequently asked questions

What does an operations analyst do?

An operations analyst turns operations data into reports and insight. They build daily and monthly dashboards, forecast staffing needs, study productivity and cost, investigate delays and support improvement projects with baseline and result data. Managers use their work to decide rosters, targets and process changes.

What is the difference between an operations analyst and a data analyst?

An operations analyst works inside operations on capacity, productivity, turnaround and cost, and sits close to the managers who act on the numbers. A data analyst may work across marketing, sales, product or finance questions. The tools overlap, but the operations analyst needs a deeper feel for shifts, queues and staffing.

What skills are needed for an operations analyst job?

Employers look for advanced Excel, SQL and a BI tool such as Power BI or Tableau, plus the ability to build a simple capacity or staffing model. Clear communication matters because the analyst must explain numbers to supervisors and managers who are not data specialists.

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