Operations Assistant

Job Information
Client Timezone (CTZ) - AEST (GMT+10)
Work Schedule - M-F, 7am – 4pm CTZ (8 hour in a 9 hour period)
Work Location - Home Office

Job Description
Our client is looking to expand their Philippine team and are looking for an Operations Assistant to join their team. Working closely with the Operations Manager, the Operations Assistant ensures that office operations are efficient. Working with a high degree of attention to detail and discretion , the operations assistant is an integral part in ensuring that operations runs smoothly and are successful in supporting other business activities. Above all, the Operations Assistant is an organized and competent professional with phenomenal communication ---------- fortable dealing with people and able to carry out administrative duties with accuracy and speed whilst incorporating new and effective ways to achieve better results. Responsible for processing all client administration and assisting the Administration Manager & Candidate & Relationship Manager with some HR tasks.

Roles and Accountabilities:
Online Portal
• Set up all new app clients in ---------- nd welcome pack and update payment information (credit card or account)
• Ensure all timesheet approvers have been set up and received the needed information and login details via email
• Ensure all timesheets have been approved by the deadline set by the Administration Manager by chasing the approvers
• Adjust all timesheets where needed and send reports regarding duplicate timesheets and those with more than 38 hours to Administration Manager
• Send a report about cost centers in the timesheets and the total hours to the Account Manager
• Consult with candidate manager about timesheet information needed from candidates (less than 4 hours or more than 12 hours submitted, request paper timesheets etc)
• Manage job orders in tracking module and mark in the job sheet checklist
• Any other client based app work as required and surfaces through testing

Client Administration
• Process all client information in our databases; new site contacts, new and inactive cost centers
• Create and send requested documents such as insurances & workers comp to clients
• Provide PO numbers for job orders to Administration Manager

Human Resources
• Assist the candidate manager with processing all candidate information in our databases
• Set up new candidates who have registered & add to email list for mail out in third party recruitment service

Reporting
• Complete daily timesheet allocating time according to activities undertaken
• Compile a weekly report from the team Trello board for the App on ideas or issues that need to be addressed to be raised in the Monday meeting

R&D
• Assist the candidate manager with research into recruitment opportunities with employment agencies in different regions and sectors & build relationships with these companies
• Actively assist in the development of the candidate app
• Research what information clients and candidates need in the App to assist with future development
• Update App Trello board with ideas & issues gained from in market feedback
• Assist in a session/s on their role with the App Developer with the purpose of helping to automate parts of your role which are time consuming

Relationships
• Maintain positive relationships with other team members and departments
• Assist in building business relationships with employment agencies (indigenous & other)
• Help coordinate sales & recruitment efforts with team members and other departments

Projects
• Understand and promote company projects
• Create documents for candidate and client FAQ in the App. Consult and report to Operations Manager on progress weekly

Requirements
***Must Have
Great written English communication skills as communicating to customers and colleagues by email is an everyday task
Excellent verbal and written communication
Organizational skills
Effective time-management abilities
Experience using computers for a variety of tasks
Competency in Microsoft applications including Word, Excel, and Outlook
Able to work comfortably in a fast paced environment
Fast learner
A commitment to continuous improvement & self education

***Home Office Requirements
Comfortable working remotely/from home
Comfortable using Skype Video Call
At least 5 mbps Internet
Laptop/Desktop 2GB / i3 or better
Decent headset and webcam

Please apply by following this link ----------