Operations & Administrative Assistant
ProduqtEdge
Operations & Administrative Assistant
Job Function
The Operations & Administrative Assistant supports the smooth day-to-day running of the business by managing administrative processes, coordinating internal operations, and providing practical support to teams and leadership. The ideal candidate is highly organised, reliable, and detail-oriented. They take ownership of tasks without being prompted, communicate clearly, and understand that strong operational support is what allows the rest of the business to function well.
Grade
Analyst
Job Responsibilities
Office & Facilities Management
- Oversee the day-to-day running of the office, ensuring the workspace is functional, organized, and well-stocked at all times.
- Manage relationships with vendors, landlords, and service providers, including internet, utilities, cleaning, and maintenance.
- Coordinate procurement of office supplies, equipment, and materials; track inventory and manage restocking.
- Ensure office health, safety, and general housekeeping standards are consistently maintained.
Administrative Support
- Provide day-to-day administrative support to the Managing Consultant and the wider team.
- Manage calendars, schedule internal and external meetings, and send reminders and follow-ups as needed.
- Handle correspondence including drafting emails, letters, and memos on behalf of the team.
- Maintain and organize physical and digital filing systems, ensuring documents are accurate, accessible, and up to date.
- Prepare meeting agendas, take minutes, and circulate action points promptly after meetings.
Operations Coordination
- Support the coordination of internal projects, workflows, and cross team activities to ensure tasks are completed on time.
- Track and follow up on outstanding tasks, deliverables, and approvals across teams.
- Assist in documenting and maintaining operational processes, SOPs, and internal guidelines.
- Identify gaps or inefficiencies in administrative and operational processes and propose practical solutions.
Financial & Logistics Support
- Process invoices, expense reports, and petty cash requests; maintain accurate records for finance purposes.
- Liaise with the finance team on payment processing, reconciliation, and budget tracking for operational costs.
- Coordinate travel logistics including booking flights, hotels, and ground transport for the team.
- Support the planning and logistics of company events, team offsites, client visits, and internal meetings. People Operations Support
- Support the onboarding of new hires, including preparing workstations, access cards, and welcome materials.
- Maintain employee records and HR-related administrative documents in coordination with the HR function.
- Assist with leave tracking, attendance records, and other people operations tasks as required.
- Act as a first point of contact for general staff queries related to office operations and administrative matters.
- Other duties as assigned in relation to achieving defined goals.
Key Performance Indicators
- Timeliness and accuracy of administrative tasks and documentation
- Office readiness and facilities management effectiveness
- Vendor and supplier management: cost, quality, and delivery
- Internal team satisfaction with operational and administrative support
- Accuracy of financial records and expense processing
- Onboarding completion rate and new hire satisfaction
- Delivery timelines on assigned coordination tasks
Education / Professional Qualification
Bachelor’s Degree In
- Business Administration
- Management
- Social Sciences
- Or a related field
Experience
- Minimum 1-2 years’ experience in an administrative, operations, or office management role.
- Prior experience in a professional services, consulting, or fast-paced startup environment is an advantage.
- Demonstrated experience managing multiple tasks and deadlines simultaneously.
- Experience coordinating logistics, vendor management, or office facilities is desirable.
Required Functional Skills
- Strong organizational and time management skills
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook)
- Ability to draft clear and professional written correspondence
- Basic financial literacy: expense processing, invoice tracking, and budget awareness
- Familiarity with project management or task tracking tools (e.g., Asana, Trello, Notion) is a plus
- Document management and record-keeping
- Logistics and event coordination
- Vendor and supplier liaison
Required Behavioral Skills
- Highly organized with exceptional attention to detail
- Proactive and self-directed - takes initiative without waiting to be told
- Reliable and consistent; follows through on commitments
- High level of discretion and professionalism, especially with sensitive or confidential information
- Calm under pressure with the ability to manage competing priorities
- Team player who is willing to roll up their sleeves and support wherever needed
- Strong interpersonal skills and a positive, approachable manner
Working Hours
- Minimum 40 hours per week
Benefits
- 20 days Annual leave
- Health Insurance
- Company sponsored professional trainings
- Paid industry events and conferences and professional memberships
- Competitive salary commensurate with experience
- Flexible remote work options
How To Apply
Apply here