We are seeking a proactive, highly organized, and detail-oriented Operations Assistant to join our team. In this role, you will be crucial in supporting the daily operations of the company, ensuring efficiency, coordination, and seamless workflow across various departments. You will play a key role in supporting the Operations team and will also assist the Executive Assistants with general administrative duties as required.
Key Responsibilities
Operations Support & Coordination
Process Coordination: Assist in the coordination of various operational processes and projects, ensuring tasks are completed on schedule and resources are allocated effectively.
Resource Management: Help manage and track inventory, supplies, and equipment necessary for operations, ensuring adequate stock levels and timely procurement.
Data Compilation & Reporting: Collect, compile, and summarize operational data and metrics for management review. Assist in preparing performance reports and presentations.
Procedure Implementation: Support the implementation and adherence to company operational policies, procedures, and standards to maintain consistency and efficiency.
Administrative & Workflow Management
Workflow Optimization: Identify potential bottlenecks in operational workflows and propose solutions to improve efficiency and reduce turnaround times.
Vendor & Stakeholder Liaison: Act as a point of contact for external vendors, suppliers, and internal stakeholders on operational matters, managing correspondence and following up on agreements.
File Maintenance and Organization: Maintain and organize operational documentation, records, and files, both physical and electronic, ensuring they are easily retrievable and stored in a logical, structured manner (e.g., using Google Drive).
Executive & Team Assistance
Administrative Duties: Assist the Executive Assistants in a wide range of administrative duties, including preparing materials, handling correspondence, and supporting company-wide initiatives.
Meeting & Schedule Management: Control and keep track of relevant company and operations calendars, setting up internal and external meetings, and informing the right parties of schedule changes.
Travel Arrangements: Assist with coordinating and booking travel arrangements (flights, accommodation, transportation) for the Operations team and other staff as needed.
Qualifications
Experience: A minimum of 2 years of proven experience in an operations assistant, administrative, or coordination role.
Skills: Strong organizational, multitasking, and time-management skills with meticulous attention to detail and a proactive approach to work.
Technical Proficiency: Must be tech-savvy and proficient in using Microsoft Office Suite (Word, Excel, PowerPoint), scheduling tools, and Google Drive for document and data management.
Communication: Excellent verbal and written communication skills, with the ability to interact professionally with all levels of the organization and external partners. Fluent in English.
Problem-Solving: Proven ability to work independently, anticipate needs, and solve operational problems efficiently to ensure continuous workflow.
If interested, Whatsapp message only (No calls): +973 66621566
Or email: info@vgaholdings.com
Job Type: Full-time