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Operations Assistant

We are seeking a highly organised and detail-oriented Operations Assistant to join our team. This is a pivotal support role sitting at the heart of our day-to-day operations, providing essential administrative and coordination services across workforce management, supplier and client liaison, visa and compliance documentation, and financial record-keeping.

KEY RESPONSIBILITIES

Timesheet & Workforce Administration

Collect, review and process weekly timesheet submissions from contract staff, ensuring accuracy and timely sign-off.
Maintain an up-to-date register of all contract staff, including contract start/end dates, rates, and engagement status.
Liaise with line managers and contractors to resolve any discrepancies or missing submissions promptly.

Supplier & Client Account Management

Act as a primary point of contact for supplier and client accounts, maintaining strong working relationships and clear communication channels.
Coordinate with suppliers on purchase orders, service agreements, and ongoing delivery requirements.
Assist in onboarding new suppliers and clients, ensuring all required documentation and compliance checks are completed.
Monitor supplier and client communications, escalating issues to senior management where necessary.

Visa & Immigration Documentation — UK, Europe & GCC

Gather, collate and manage all documentation required for work visa and residency applications across the UK, European jurisdictions, and GCC countries.
Liaise directly with Public Relations Officers (PROs) in GCC markets to ensure timely processing of government-related applications and renewals.
Track visa expiry dates and proactively initiate renewal processes to avoid lapses in compliance.
Maintain a secure and organised digital filing system for all immigration and compliance-related documentation.
Stay informed of relevant changes in immigration and labour regulations across jurisdictions to ensure ongoing compliance.

Data Entry, Invoicing & Record Keeping

Perform accurate and timely data entry across internal systems, ensuring all records are current and consistent.
Process, track and file invoices related to contract staff, suppliers and client accounts, coordinating with finance as required.
Maintain comprehensive records of all contractual documentation, purchase orders, and correspondence.
Generate regular reports on operational metrics including timesheet compliance, invoice status, and contract renewals.

REQUIREMENTS

Perfect English fluency (written and spoken): This is an absolute requirement. All internal and external communications are conducted in English at a professional standard.
Experience in operations, administration or office management: Minimum 2 years in a relevant administrative or operational support role.
Recruitment industry knowledge: A sound understanding of how a recruitment or staffing business operates is highly desirable.
Visa & immigration familiarity: Prior experience handling visa or residency documentation for UK, EU or GCC jurisdictions is a significant advantage.
GCC PRO experience: Familiarity with PRO processes and government portals in the UAE or wider GCC is preferred.
Attention to detail: Meticulous approach to data entry, document management and compliance tracking.
Organisation and time management: Ability to manage multiple priorities simultaneously and meet deadlines without close supervision.
Proficiency in Microsoft Office / Google Workspace: Comfortable working with Excel/Sheets, Word/Docs, and email platforms at an intermediate level or above.
Discretion and professionalism: Able to handle sensitive personal and commercial information with appropriate confidentiality.

COMPENSATION & BENEFITS

The successful candidate will receive a monthly salary of AED 8,000 – 10,000 during the probationary period, commensurate with experience. Compensation will be formally reviewed following the completion of a 6-month probation, with scope for increase based on performance and contribution.