Job Overview
Our
client is seeking an Operations Assistant to
provide critical administrative and operational support to the Operations and
Compliance function. The role ensures smooth execution of day-to-day
activities, accurate documentation, and timely coordination between departments
to support business operations, procurement, compliance, and client servicing.
Key Responsibilities
Financial
Support & Analysis
- Maintain and update financial records in
compliance with company policies.
- Assist in financial reporting and transaction
tracking as required.
Contract
& Compliance Management
- Assist in drafting and reviewing contracts,
including NDAs, joint venture agreements, sales agreements, and lease/AMC
contracts.
- Track contract renewal timelines and ensure
timely follow-ups.
- Maintain a structured database of clients,
warranties, AMCs, and lease agreements.
- Coordinate with internal teams to ensure
compliance with contract clauses such as support calls, preventive
maintenance (PMs), invoicing, and payment terms.
- Share regular updates (weekly/monthly) on
contract renewal status.
Procurement & Billing Coordination
- Follow up on procurement requests to ensure
timely purchasing and dispatch of client orders.
- Coordinate with support and project teams to
track Local Purchase Order (LPO) fulfillment and job card submissions.
- Monitor open LPOs and assist in ensuring proper
billing cycles are followed.
- Maintain a monthly report on open LPOs with
appropriate follow-up actions.
- Coordinate with the support team to follow up on
PMs and ensure accurate AMC billing.
Client
& Support Coordination
- Respond to client queries related to contracts
and resolve issues promptly.
- Manage and update the BDT system to track
contracts, LPOs, warranties, and billing cycles.
- Assist in issuing licenses according to client
terms.
- Coordinate SMS bundle recharges for the VMS
system, from quote approval to billing.
- Support claim approvals and follow up with
accounts payable for staff reimbursements.
- Facilitate creation of new clients in Zoho Desk
for task allocation.
- Track project handovers and ensure warranty
setups are completed in the system.
- Monitor ongoing Proof of Concept (PoC)
activities and follow up with the sales team for closure.
Documentation
& Reporting
- Maintain well-organized records of contracts,
LPOs, invoices, job cards, and project handovers (both digital and
physical).
- Assist with the filing of legal and company
documents as needed.
- Prepare reports related to contract renewals,
procurement, and financial transactions.
- Perform general administrative duties such as
data entry, document filing, and summarizing reports.
- Carry out any additional tasks assigned from
time to time.
Qualifications & Experience
- Bachelors degree in Finance, Accounting,
Economics, or a related field (required).
- 2-3 years of relevant experience in Finance,
Accounting, Operations, Compliance, or Contract Management (internship
experience will be considered).
- Strong written and verbal communication skills.
- Solid analytical and problem-solving abilities.
- Exceptional attention to detail with strong
organizational and time management skills.
- Proficiency in Microsoft Office Suite (Excel,
Word, PowerPoint); familiarity with financial or ERP software is an added
advantage.
- High level of accuracy when handling financial
data and documentation.
- Professionalism, accountability, and ability to
work both independently and within a team.
- Basic understanding of financial principles and
contract management processes.
How to Apply
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