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.