Operations Co-ordinator

Role Overview

• Reports to Client Services Manager and performs secretarial duties such as email management and Client correspondence to Aftercare.
• Typing and editing Minutes during meetings.
• Entering data in spreadsheets, maintaining databases, keeping records, and adhering to processes.
• Handles requests and queries appropriately.
• Manages Client Services Manager's diary and schedules meetings and appointments.
• Collaborates with internal departments to proactively facilitate actions (Sales, Aftercare, HR)
• Managing internal and external correspondence on behalf of CSM.
• Efficiently manages appointment scheduling, maintains an up-to-date Aftercare events calendar, and sends EOD timely reminders.
• Perform other duties as assigned.

Core Functions:

Client Services:

Weekly

• The Operations Co-ordinator manages all email correspondence in Aftercare which includes:
  
  • Drafting all the Client’s advice templates for the leave requests of the day to the Channel for the Client Services Manager’s checking.
  • Once approved, ensure that all leave request advice is communicated to the Client via email
  • Acknowledging all types of leave requests, and sending holiday confirmations and follow-ups.
• Tracking and updating all the developers’ leave requests on Monday's board
• Organizing Aftercare inbox by filing emails in their appropriate folders and labels
• Sending EOD Instructions to the new starters of the day and adding them to Google sheet forms.
• Providing an EOD report update by sending the list of developers who did not submit EOD from the previous day and sending an EOD chaser email or reminder to those who didn't submit
• Managing the Client Services Manager’s diary and email by taking notes of the internal and external meetings of his/her day, providing an update at the start of the day, and flagging urgent emails to his/her attention
• Ensuring that leavers forms are up to date and sent to the designated team
• Adding all new starters on Monday's Board, Client Files, and Client Service Manager’s calendar.
  Updating Compliance Register and ensuring that leavers and new starters are up to date

Weekly

• Facilitating Cultural training in the first 5 minutes by making an introduction to the new starters and keeping track of who attended the training. EOD Instructions are also discussed.
• Noting down action points from the Aftercare/HR Meeting every Tuesday
• Updating monthly schedules and next review dates on Monday every last day of the week
• Providing Client Info Review in Excel sheet to the Client Service Manager every Monday (CSM to do)
• Sending New Starters reports every week to the Client Service Manager and ensuring that the Welcome Cards are already made by the Design Team (CSM todo)
• Check CSM calendars and update the 2024 Monthly Catchup sheet.

Monthly

• Extracting unplanned leave summary reports and providing updates to the Management Team by sending the data bi-monthly.
• Provide a list of developers celebrating their anniversary to the Client Service Manager a month in advance of their anniversary date.
• Ensuring that specific requests from Clients are being facilitated:
• Annual Leaves of the month and current leave balance for the Client Team are to be sent every first week of the month
• Annual Leaves of the month and current leave balance for the Client Team are to be sent every 25th of the month
• Client reports to be sent every last week of the month which include the Goals, Achievements & Targets of the Scorpion Team

People Team Support

To Start

• Clean and update backlogs for template and tracker updates.
• Complete update and automation for Developer Annual Increase/Appraisal.

Weekly

• Create the catch-up note templates for Monday's board.
• Add all new starters on the Developer Monday Board including Catch up Note Files.
• Ensure that leaver/starter sheets are updated.
• Update the movements/changes in the annual increase appraisal.
• Secure and set up developers to catch up with respective developers by the set schedule in the Monthly Catch-Up Schedule.
• Monitor and update the concerns. Devs Tracking system for tagging

Monthly

• Check all the catchup notes for the month have been updated accordingly.
• Secure 2 weekly catch-up schedules for developers in alignment with the new hires and monthly catchup schedules.

Candidate Requirements

• Minimum 3-5 years of experience as PA/Office Manager, Administration Assistant.
• ts and spreadsheets, using office software such as MS Word, Excel, and PowerPoint. (Google Sheets advantageous).
• Advanced typing, note-taking, recordkeeping, and organizational skills.
• Ability to manage internal and external correspondence.
• Excellent written and verbal communication skills.
• Exceptional interpersonal skills.
• Proven work experience working collaboratively.
• Self-starter, highly motivated, goal-oriented, persistent, fast learner, team player, emphatic, confident, possesses good interpersonal skills, maintains strict confidentiality, mature, can deal with different types of personalities, and can multitask.

Salary, Incentive and Benefits Packages

• Competitive Salary
• Benefits package include HMO, training allowance, gym or food allowance, educational assistance for dependents,s and more
• An annual salary increase, as laid out in the contract
• Free food and drinks are provided in the office
• Company trips

For more information on what it’s like to work at Cloud Employee, click here.

Do you think you are ready for the challenge? Apply now!