Operations Assistant

5 days ago

Manama, Manama, Bahrain VGA HOLDINGS Full time 6,000 - 18,000 per year

Job Title

Operations Assistant

Department

Operations

Reports To

Operations Lead / Director of Operations

Job Purpose

The Operations Assistant supports the day-to-day coordination and execution of administrative, logistical, and operational tasks across departments. This role ensures smooth workflow, accurate record-keeping, and timely communication between internal teams, vendors, and management.

Key Responsibilities

1. Administrative Support

  • Maintain updated records, logs, and filing systems (digital and physical) for operations, HR, and procurement.
  • Prepare correspondence, reports, and internal memos as directed by management.
  • Schedule meetings, take minutes, and track action points.

2. Procurement and Logistics

  • Assist with purchase requests, supplier quotations, and order tracking.
  • Coordinate deliveries, stock counts, and inventory updates.
  • Ensure documentation for payments and invoices is accurate and approved.

3. HR and Staff Coordination

  • Support staff attendance tracking, timesheet collation, and overtime logs.
  • Assist with onboarding documentation and record maintenance for new hires or part-timers.
  • Liaise with HR for renewals, visa paperwork, and staff documentation updates.

4. Operations and Facilities

  • Monitor day-to-day office maintenance, supplies, and facility management.
  • Ensure adherence to safety and compliance standards (fire safety, energy saving, hygiene, etc.).
  • Assist in preparing weekly operational summaries for management review.

5. Communication and Coordination

  • Liaise with internal departments (Finance, HR, Tech, Creative) to ensure operational needs are met.
  • Maintain professional correspondence with suppliers, service providers, and external stakeholders.
  • Follow up on assigned tasks to ensure timely completion.

Skills and Competencies

  • Strong organisational and multitasking abilities.
  • Excellent written and verbal communication.
  • High attention to detail and accuracy.
  • Proficiency in MS Office / Google Workspace.
  • Basic understanding of finance, procurement, and HR processes.
  • Team-oriented and adaptable to a fast-paced environment.

Education and Experience

  • Diploma or Bachelor's degree in Business Administration, Management, or related field.
  • Minimum 1–2 years of administrative or operations experience (preferably in a corporate or educational environment).

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