Job Description

The Operations Assistant is a key member of the operations team at a corporate service provider, responsible for supporting the smooth and efficient day-to-day running of operational functions. This role involves working closely with various departments, managing administrative tasks, coordinating with clients, and ensuring the delivery of high-quality services to corporate clients.

Key Responsibilities

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Administrative Support

: Provide general administrative assistance to the operations team, including managing documents, preparing reports, and maintaining office records. Handle correspondence with clients and internal teams, responding to queries and scheduling meetings as required. Organize and maintain filing systems for both physical and digital documents.

Client Coordination

: Assist in the onboarding of new clients and ensure all necessary documentation is collected and filed accurately. Communicate with clients to follow up on service requests, ensure timely delivery, and address any concerns or issues. Prepare and send out periodic status updates to clients on ongoing projects or services.

Operational Support

: Assist in the management of client accounts, ensuring all processes and procedures are being followed in accordance with company standards. Coordinate internal teams to ensure efficient workflow and that client requirements are met on time. Track and monitor the progress of ongoing tasks and assist in troubleshooting and resolving operational challenges.

Process Improvement

: Identify and report any inefficiencies or bottlenecks in operational workflows and suggest process improvements. Help implement new systems and software solutions to improve operational efficiency. Assist in developing and maintaining standard operating procedures (SOPs) for internal processes.

Data Management

: Maintain accurate and up-to-date records of client information, service deliveries, and project progress. Assist with data entry, database management, and generating regular reports for management. Help prepare performance metrics and other key performance indicators (KPIs) to track operational effectiveness.

Team Support

: Support senior operations staff in project management and ensure the successful completion of assigned tasks. Coordinate cross-functional teams and act as a liaison between different departments to ensure smooth operations. Provide backup for team members in case of absence and manage workflow to ensure continuous service delivery.

Compliance and Quality Assurance

: Ensure that all client documentation and internal processes adhere to legal and regulatory requirements. Assist with audits, both internal and external, and ensure that all operational tasks comply with company policies and standards. Monitor service quality and ensure that client expectations are met consistently.

Skills and Qualifications

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Education

: A bachelor's degree in Business Administration, Management, or a related field is preferred.

Experience

: Previous experience in an operations or administrative role, preferably in a corporate service environment, is an advantage. Knowledge of corporate service functions (e.g., corporate governance, company secretarial services, financial services, etc.) is beneficial.

Technical Skills

: Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint). Experience with CRM and project management software is an advantage.

Communication Skills

: Excellent written and verbal communication skills. Ability to interact with clients and team members in a professional manner.

Organizational Skills

: Strong multitasking abilities with the capacity to prioritize and manage competing tasks and deadlines. Attention to detail and a high level of accuracy in work.

Problem-Solving

: Ability to identify problems and take initiative to find solutions.

Teamwork

: Strong collaborative skills and a team player mentality.

Adaptability

: Ability to adjust to changing priorities and work in a fast-paced environment.

Additional Requirements

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A positive and proactive attitude towards work. Flexibility to occasionally work outside of regular office hours depending on operational needs. Ability to handle sensitive information with confidentiality and professionalism.

Key Performance Indicators (KPIs)

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Timeliness and accuracy in handling administrative tasks. Client satisfaction ratings and feedback. Efficiency in managing operational workflows and processes. Successful implementation of process improvements.
This role provides an excellent opportunity to develop operational expertise in a fast-paced and dynamic environment, while supporting the delivery of high-quality corporate services to a variety of clients.

Job Type: Full-time

Pay: AED3,500.00 - AED6,000.00 per month