Operations Assistant at Gap Recruitment Services Limited

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.