Job Vacancies 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.

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Job Overview

Our client is seeking a Sales & Operations Coordinator to support the international sales and execution of Q-SYS solutions, including Smart Queue Management, Customer Experience Feedback, Digital Signage, and Booking Engine systems.

In this role, you will serve as the backbone of the sales process ensuring smooth coordination across teams, accurate reporting, timely client support, and operational excellence. The ideal candidate combines strong organizational skills with CRM proficiency and a proactive mindset.

Key Responsibilities

Sales Coordination (Execution & Client Support)

• Coordinate the full sales order cycle including proposals, pricing, demos, and contract closures with high accuracy.
• Prepare and track client quotations, proposals, and project documents with zero errors.
• Liaise with clients, channel partners, and internal teams to ensure timely deliverables.
• Organize sales team activities such as meetings, site surveys, demos, and handovers.
• Support Proof of Concepts (PoCs) and pilot deployments, including documentation, TATs, and feedback follow-ups.

Sales Operations (Data, Processes & Reporting)

• Maintain and update the sales pipeline, CRM dashboards, and sales data with 100% accuracy.
• Monitor KPIs such as conversion rates, lead aging, proposal win rates, sales timelines, and collections.
• Prepare weekly, monthly, and quarterly reports on pipeline health, revenue performance, and variances.
• Ensure dashboards and tracking tools reflect up-to-date statuses for key verticals (e.g., healthcare, banking, government).
• Identify and propose at least two sales process improvements per quarter.
• Coordinate with finance for invoice generation, collections, and payment follow-ups.

Cross-Functional & Delivery Coordination

• Collaborate with operations, finance, and technical teams to align on client delivery timelines.
• Ensure >90% On-Time, In-Full (OTIF) project delivery.
• Flag risks or delays early and coordinate mitigation plans.
• Support client satisfaction by resolving escalations and closing feedback loops post-installation.

Key Deliverables

• Achievement of Sales Team Targets
• Accurate and Timely Order Processing
• CRM and Data Integrity
• Proposal and Quotation Turnaround Time (TAT)
• Client Response Time
• Pipeline Conversion Rate
• On-Time Collections
• OTIF Project Delivery
• Process Improvement Initiatives
• Timely and Accurate Reporting

Requirements

• Bachelors degree in Business, Sales, IT, or a related field.
• 3-5 years of experience in sales coordination and/or sales operations, preferably in B2B SaaS, customer experience solutions, or smart technologies.
• Proficiency in CRM platforms (e.g., Zoho, Salesforce), Microsoft Excel (advanced), and project tracking tools.
• Experience with SaaS sales to B2B clients is an added advantage.
• Strong organizational and analytical skills; capable of managing multiple projects and clients across regions.
• Excellent communication and interpersonal skills, with a strong awareness of cross-cultural dynamics.

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Job Purpose

We are recruiting on behalf of our client, a market leader in electronic security systems and smart technology solutions. They are seeking to hire a Presales Executive to support business growth by designing tailored technical and commercial proposals, conducting market and client research, and presenting innovative solutions.

This role will work closely with the design and sales teams, engaging directly with clients to understand their needs and recommend appropriate solutions.

Key Responsibilities

• Review, verify, and approve Bills of Quantities (BOQs) prepared by the design team to ensure accuracy and completeness.
• Develop detailed commercial proposals for security system projects.
• Create customized technical and financial bids for tenders and specific client requirements.
• Present proposed solutions to clients, clearly articulating technical concepts in an accessible and client-friendly manner.
• Conduct market research to understand client needs, industry trends, and competitor offerings.
• Attend client meetings, site visits, and system demonstrations as required.
• Collaborate with design, technical, and project teams to ensure solution alignment and accuracy.
• Build strong client relationships and provide presales support to increase proposal conversion rates.

Qualifications & Experience

• Bachelor's degree in Marketing, Engineering, or a related field.
• Professional certifications in sales or marketing will be an added advantage.
• Minimum of 2 years experience in a presales role, preferably in the security systems or IT solutions space.
• Proficient in Microsoft Office applications, especially Excel, PowerPoint, and Word.
• Experience or working knowledge of security management systems such as: Entrance Control, Access Control, Fire Alarm Systems, Intrusion Alarms, CCTV, Building Management Systems (BMS) is a strong advantage.

Core Competencies

• Advanced skills in Microsoft Excel and strong proficiency across MS Office Suite.
• Excellent communication and interpersonal skills; able to convey complex technical information simply.
• Strong strategic thinking, analytical abilities, and organizational skills.
• Self-motivated and proactive, with the ability to meet deadlines and sales targets independently.