Operations Assistant/Specialist

2 weeks ago

Mandaluyong, Philippines Smoothlink Technologies INC Full time

On-site - Mandaluyong | 1-3 Yrs Exp | Bachelor | Full-time Overview The Operations Assistant provides administrative, reporting, and coordination support to the Operations Manager. The role focuses on organizing data, preparing reports, and maintaining structured documentation to ensure that information is accurate, timely, and ready for review. This position supports the operational backbone of the department, ensuring day-to-day administrative and reporting tasks are handled efficiently so the Operations Manager can focus on analysis, leadership, and strategic initiatives. Key Areas KEY RESPONSIBILITIES Reporting and Data Preparation Gather and consolidate daily, weekly, and monthly data from Operations, Training, and QA teams. Maintain and update trackers for KPIs, attendance, productivity, and QA results. Clean, organize, and validate data from OA, Joyhub, Zendesk, and internal trackers. Prepare draft reports, charts, and summaries for the Operations Manager’s review and finalization. Manage the Operations Manager’s calendar, ensuring all meetings, follow-ups, and deadlines are scheduled and updated accurately. Administrative and Coordination Support Prepare drafts of internal communications, memos, and report summaries for review. Coordinate with HR, Training, QA, and IT for updates, data requests, and document submissions. Prepare and format job descriptions, evaluation forms, and training templates. Track project timelines, follow-ups, and deliverables to ensure all teams stay aligned. Manage and organize digital files, ensuring easy access and version control. Meeting Participation and Documentation Attend meetings involving reporting, operations updates, or cross-team coordination. Record minutes, decisions, and action items, and prepare structured summaries for reference. Support in preparing presentation slides, charts, and other materials. Receive post-meeting briefings to align on next steps for documentation and tracking. Ad Hoc and Special Projects Support the Operations Manager in process documentation, research, and audit preparation. Assist in compiling data for compliance, engagement, and training initiatives. Handle urgent, time-bound tasks related to reporting or administrative coordination. Systems and Operational Support Log and track basic system-related issues (OA, Zendesk, Joyhub) and coordinate with IT as needed. Ensure all relevant data sources and reports are updated before daily or weekly management reviews. Maintain confidentiality and discretion when handling sensitive information. Qualifications Bachelor’s degree in Business Administration, Operations Management, or a related field. 1–3 years of experience in operations support, reporting, or administrative work (preferably in a BPO or similar environment). Proficiency in Google Sheets/Excel, PowerPoint, and data organization. Strong attention to detail, accuracy, and time management. Excellent communication and documentation skills. Proven ability to manage multiple tasks under minimal supervision while maintaining confidentiality. Success Indicators Reports and trackers prepared accurately and on schedule. Organized documentation and reliable meeting records. Smooth coordination across teams with clear tracking of deliverables. Reduced administrative load for the Operations Manager while preserving direct communication flow. Consistent alignment with reporting standards and timelines. #J-18808-Ljbffr

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