Operations Assistant
5 days ago
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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