Operations Assistant

JOB OVERVIEW:

The overall purpose of this role is to provide administrative support to the Operations and Compliance function in

managing day-to-day activities for smooth execution of operations and compliance related tasks across the

organization.

KEY RESPONSIBILITIES:

1. Financial Support & Analysis: Maintain and update financial records in accordance with company policies.

2. Contract & Compliance Management

• Assist in drafting and reviewing contracts including NDAs joint venture agreements sales agreements and lease/AMC contracts.
• Track contract renewals ensuring timely follow-ups and compliance with terms.
• Maintain a database of clients warranties AMCs and lease agreements.
• Coordinate with internal teams to ensure adherence to contract clauses related to support calls preventive maintenance (PMs) invoicing and payment terms.
• Share contract renewal updates on a weekly and monthly basis.

3. Procurement & Billing Coordination

• Follow up on procurement requests to ensure timely purchases and dispatch of client orders.
• Work with support and project teams to track LPO (Local Purchase Order) fulfillment and job card submissions.
• Assist in monitoring open LPOs and ensuring proper billing cycles.
• Prepare and maintain monthly open LPO reports with necessary follow-up actions.
• Coordinate PM follow-ups with the support team to ensure accurate and timely AMC billing.

4. Client & Support Coordination

• Provide support to clients regarding contract-related inquiries and issue resolution.
• Manage the BDT system for tracking contracts LPOs warranties and billing cycles.
• Assist in issuing QSYS licenses based on agreed client terms.
• Handle coordination of VMS SMS bundle recharges from quote approval to billing.
• Support team claim approvals and follow-up with payables for reimbursements.
• Facilitate the creation of new clients in Zoho Desk for task allocation.
• Track project handovers and ensure warranties are correctly set up in the system.
• Monitor POCs (Proof of Concept) and follow up with the sales team for closure.

5. Documentation & Reporting

• Maintain organized records of contracts LPOs invoices job cards and handovers (both physical and digital).
• Assist in proper filing of legal and company documents as guided.
• Assist in preparing reports related to contract renewals procurement and financial transactions.
• General office duties; data entry filing and document management and reports summary.
• Performing any other tasks assigned from time to time.

Skills & Personal Attributes

• Bachelors degree in Finance Accounting EconomicsAdministration or a related field.
• 2 year plus of prior experience in Finance Accounting Operations Compliance or Contract Management.
• Excellent written and verbal communication.
• Strong analytical and problem-solving skills.
• Detail-oriented with strong time management skills to handle multiple tasks.
• Proficient in Microsoft Office Suite (Word Excel PowerPoint) proficiency in a financial software tool is a plus.
• High attention to detail and accuracy in working with financial data.
• Good communication professionalism and interpersonal skills.
• Ability to work independently and collaboratively in a team.
• Understanding of basic financial principles and contract management processes.