Operations Assistant

About This Role

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.

• Probationary salary: AED 8,000 – 10,000 per month
• Salary review after 6 months
• Supportive and dynamic team environment
• Exposure to international operations across UK, Europe and GCC markets
• Opportunity to grow within a fast-paced recruitment business