Operations Assistant

Maintaining Clients, Contractors and Employees

Responsible for maintaining the list of clients and to maintain the contracts of assigned clients and their pricing conditions

Responsible for maintaining the list of contractors and to maintain the contracts of assigned contractors and their pricing conditions

Responsible for maintaining the list of employees and to maintain the folders of assigned employees and their compensations and benefits

Operational tracking and reporting

Collect and track the actual worked hours, the time off and the deliverables for the assigned projects within the operational department

Provide various operational reporting

Monthly reporting

Coordinates the close of month and invoicing exercises

Collaborates with Account Managers, People & Project Managers, employees and contractors to collect information required for the monthly invoicing exercises

Responsible for preparation and issuing invoices upon internal validation

Account Management support 

Help write and coordinate the execution of proposals, contracts and invoices for assigned clients

Manage and file account management paperwork (invoices, attached reports, timesheets)

Support Account Managers in invoicing and reporting process

Admin & Finance Support

Collaborates with Finance Manager and other personnel of Admin & Finance department for various reporting such as P&L, Cash Flow and Aging reports 

Supports Finance Manager in collecting all documents related to finance and administration  

Collaborates with Finance Manager and external Accounting & HR supplier to collect the required information for issuing the monthly presence report

Collaborates with Finance Manager, Account Managers and external Accounting & HR supplier for reconciliation of Account Receivables and Account Payables

Human Resources area

Provides Onboarding and Offboarding employees and contractors

Provides Induction to employees and contractors

Provides KPIs Reporting 

Facilitates Health and Safety checks and renewals

Collects and maintain HR documents part of the employee folder

Office & Travel administration

Responsible for travel and accommodation arrangements

Responsible for coordination external suppliers that provide office maintenance services