Key responsibilities :
The Operations Assistant/Executive will support the Operations Director and ENR and Infra sector in day鈥憈o鈥慸ay operational coordination, project administration, business process compliance, and business development activities.
Project support management
- Set up project folders for new commissions and manage access for appointed team members.
- Handle project team travel arrangements, including airfare, hotel, and visa requirements.
- Create finance job numbers and update job status regularly in the system.
- Compile project team timesheets and coordinate client approval.
- Prepare monthly invoices in line with company cut鈥憃ff dates.
- Submit invoices to clients, track payment status, and monitor outstanding debts.
- Support staff project expense claims and prepare for client and director approval.
- Provide support to local management and colleagues on Risk Management related matters; monitoring and following up on compliance and attending RM representative trainings.
- Assist the compliance with Commission Delivery Application (CDA), attend trainings, and provide troubleshooting/support to local management and colleagues.
- Support and prioritise multiple tasks efficiently to meet operational deadlines.
Business Generation & Marketing Support
- Prepare and update marketing materials, including presentations, case studies, brochures, and capability statements.
- Maintain and update in鈥慼ouse marketing databases, opportunity pipelines, and client satisfaction records.
- Support the Bid Team in preparing proposals, submissions, and tender documents.
- Format resumes into company templates and ensure staff CVs updated for bidding purposes.
- Maintain and update the internal resource database.
- Support supplier portal registrations, procurement platforms, and pre鈥憅ualification submissions.
- Support market research initiatives to identify opportunities and industry insights.
- Arrange client meetings, including scheduling, logistics, and documentation preparation.
General Operations & Human resources administrative
- Assist the Operations Director with day鈥憈o鈥慸ay operational tasks, action tracking, and follow鈥憉ps.
- Provide administrative support on staff onboarding and offboarding process, work collaboratively with the Human Resources, recruitment and IT teams
- Maintain accurate filing of operational documents, project records, and compliance documentation.
- General administrative support to the HR and recruitment function as needed.